Audit Data TutorialFrom the School Accounting System screen, select the Utilities menu and then Activity Log.
The Activity Log screen will appear.
Click the Current Users tab to view the date and time of the last login and last completed activity for each user in the School Accounting System (and Web Link, if applicable), and see if a user is currently connected.
All the users who have previously logged into the School Accounting System (and Web Link, if applicable) appear in the Current Users List. For each user, the date and time of the last login and last completed activity by the user, the user's workstation if currently connected (or IP address, applicable for users connected to Web Link), and whether the connection is through Web Link appear.
Click the User Activity tab to view the activity completed by all the users within the School Accounting System.
The system tracks the various options (screens) each user accessed within the School Accounting System (not including Web Link, if applicable) and displays the activity history by date, time, and user in the User Activity List. For each option (screen) accessed in the system, the module and description of the screen (form) opened, the user who completed the activity, and the date and time when the screen was accessed appear.
Click the System Log tab to view any errors that occurred within the School Accounting System and other messages for miscellaneous processes.
The system tracks all the errors received within the School Accounting System (not including Web Link, if applicable) and displays the error history by date, time, and user in the System Log List. For each error received in the system, the user who completed the action when the error occurred, the date and time the error occurred, and the error description, number, and source appear.
Other messages for miscellaneous processes also appear in the System Log List. A few examples of other messages that also display include a message noting the reindex process started or was completed, a message stating the password was changed for a user from within Web Link, and a message noting a daily backup was successful.
Click the Audit Data tab to view the audit records tracked for record changes, additions, and deletions in all modules of the School Accounting System for a particular date range for selected users.
Note: If desired, view the tutorial below demonstrating how to utilize the Audit Data tab. In order to view the tutorial, you must have an active Internet connection, along with a sound card and speakers installed on your computer.
On the Audit Data screen, click the Audit Options tab and complete the selections as follows:
In the From Date and To Date fields, enter the range of dates for which audit records to view. Use the mm/dd/yyyy format or click the down-arrow button to select a desired date.
All the users who have changed, added, or deleted records display in the Users List. Select the users for whom to view audit records by clicking the box in the Selected column to the left of the desired user in the Users List. A checkmark will appear in the box if the user is selected. To select all the users listed on the screen, click the Select All button located above the Users List. If desired, change the filters to modify the users displayed in the Users List.
Click the Display button.
The Tables List will display on the bottom half of the screen showing the tables within the database in which there were changes, additions, or deletions made within the specified date range by the selected users. For each table listed, the module and option for where the table is utilized appears, along with the number of audit record transactions. Select the tables for which to view audit records by clicking the box in the Selected column to the left of the desired row in the Tables List. A checkmark will appear in the box if the table is selected. To select all the tables listed, click the Select All button located above the Tables List. If desired, change the filters to modify the tables displayed in the Tables List.
Click the Execute button to view the audit records as specified.
The screen will automatically switch to the View Data tab and display the Audit Data List. All the audit record transactions for the selected date range, users, and tables appear within the Audit Data List, and show the audited field along with the old and new values if applicable. If desired, change the filters to modify the audit record transactions displayed in the Audit Data List.
Tip: By default, the transactions are listed on the screen by order of the Audit Date, which is the last column of information for each record.
To print a listing of the results, complete a print screen or print grid, or to export the information to a file, complete the Export Grid option (accessed from the File menu).
To view the audit records for a different range of dates, users, and/or tables, click the Audit Options tab and repeat these steps.
When finished, click the X in the upper right-hand corner to close the Activity Log screen.