View Audit Data (New)
- Aparajita Basu Roy (Unlicensed)
Users need to be able to manage the audit-tracked data more efficiently. So that users can manage it, the screen report for the audit trail data along with an option to export the same has been provided.
A new menu option titled 'View Audit Data (New)' has been provided - Ginesys ERP → Admin → Utilities → Audit Trail → View Audit Data (New)
and this change has also been applied to the role menus - Ginesys ERP → Admin → Security→ Roles→ Audit Trail → View Audit Data (New). Users can exclusively access the new audit trail report data (post 12.17.2) from this window.
For the above menu, Role permissions are transferred to the new module per the current menu assignments.
Step-by-step guide
The process is divided into the following steps:
The user goes to Ginesys ERP → Admin → Utilities→ Audit Trail → View Audit Data (New).
The user selects a mandatory date range and optionally a login user in the search criteria. They hit enter to view modules with audit log data matching the search criteria (date only or date + user). In case no data is found, the grid will return with no rows.
Users select a module to view all documents/masters with audit trail data. The "Edit Log Count" shows the number of changes within the specified criteria (date only or date + user). This approach ensures the user sees only the count of changes made within their defined range, aligning with their search intent. For instance, if a user specifies a date range, they likely want the count of edits that occurred within that range—not the total history of the document.
Upon selecting a type of document/master, the full audit trail is displayed, not limited to the search criteria. This is done for the following reasons -
Practicality: Users often require the complete history of changes for context.
Clarity: Showing partial data could lead to misinterpretation or additional search attempts.
Note: This window allows the user to view the audit log as well as Export it. Only the full audit log is exported without any filter that is applied by the user.
Example: If a document was created in January and edited in March, filtering by March alone could omit the creation entry, making it harder for users to validate changes.
The same window would allow the user to re-align his search intent to the displayed records. The users can refine the data using the Revision Filter after viewing the full audit trail. This ensures flexibility for broader and specific use cases.
Similarly, The Version Sequence allows users to focus on specific versions of a record saved on every edit. Suppose a PO has gone through 3 edits - on the first edit an item was changed, second time the quantity was changed and lastly a remark was added. So the user can choose to just check the quantity change action and can focus on the 3rd version in the version sequence filter.
This window also has a very useful Compare feature which can be used to compare and see the difference between two versions of the audit log. The user has to select the versions to be compared by clicking the check boxes in the left side of the versions and then right-clicking to access the feature and click on Compare to get the Compare Items window to show the detailed comparison between the versions.
To know more -