Audit Central
The Audit Central will serve as a concentration of information pertinent to the system administrator user, so that the user is aware of general information about other users and item changes, such as:
- User Access
- User Registrations
- Group Records
- Role Records
- System Configurations
- Documents
- Process Model
- Forms Registrations
- Forms Records
To access the Audit Central, go to Administration > Audit Central:
When logging in, the following screen will be available:
To perform a consultation in the Audit Center, it is first necessary to select the audit trail, among the options presented on the screen below:
Attention: When conducting a query, a list with the result may be presented. It is possible to sort in ascending or descending format by clicking on the arrow that is aligned with the column title.
Attention: For all audit trails, in situations where some record information has been changed outside the system, via database for example, a warning is displayed identifying that the information is not integrated.
If the registration information has also been changed, it will be highlighted, demonstrating that there has been tampering.
Note: In case of file-type field records, only the file name is represented in the values tab.
Note: E-forms fields of type Selectable No, have their fields populated individually directly in the list, as if they were fields from the parent form itself.
Note: E-forms fields of type Selectable Yes will be populated on only one line, with records entered in list format.
Attention: Actions performed by the system, such as in integrations and adapters, the author is identified as the System.
User Access
When you select the User Access option, the following fields will be available for query configuration:
First, a sampling period should be reported, by default sampling suggests the last week to perform the consultation.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To increase the period between other months, simply scroll through the indicated button until the desired month:
To choose the desired time, you can type by clicking inside the field, or scroll through the indicated arrows until you find the desired time:
Another way to fill in the date and time information is to choose the Current Date and Time option, which will perform the configuration according to the current date and time of the system:
After finalizing the setup, click Ok.
Then it is necessary to inform a user, role, or group for which the query is to be carried out:
Attention: If no user, role or group is selected in this option, the query will be applied to all registered users.
Another possibility of filtering for the query is to enter a specific IP number:
Finally, it is possible to choose which devices you would like to obtain information, and those indicated in the image are the available options:
After finalizing the query setup, simply click on Search and the records will be listed below:
The information with Date, User, IP Address, Device, and Action will then be listed.
To clear the query, click Clear.
User Registrations
When selecting the User Registrations option, the following fields will be available for configuration of the query:
First, a sampling period should be reported, by default sampling suggests the last week to perform the consultation.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To increase the period between other months, simply scroll through the indicated button until the desired month:
To choose the desired time, you can type by clicking inside the field, or scroll through the indicated arrows until you find the desired time:
Another way to fill in the date and time information is to choose the Current Date and Time option, which will perform the configuration according to the current date and time of the system:
After finalizing the setup, click Ok.
Next, you must enter a user, role, or group that is the author of the action whose query is being set up:
Attention: If no user, role or group is selected in this option, the query will be applied to all registered users.
If you want actions performed by the system to be listed, the following option must remain checked:
Another possibility of filtering for the query is to enter a specific IP number:
Then tell the user, role, or group you want to have information about adding, deleting, or editing:
Determine what actions you want to learn about, create, or edit:
Or enter a term for the user's characteristics. To do this go to select field:
Then information pertinent to the user will be available to choose from:
After choosing a field, tell us which terms the field should contain:
After finalizing the query setup, simply click on Search and the records will be listed below:
The information with Date, Author, IP Address, User, and Action will then be listed.
To clear the query, click Clear.
Group Records
When selecting the option Group Records, the following fields will be available for consultation configuration:
First you must inform a sampling period, by default the sampling suggests the last week to perform the query.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To extend the period between other months, simply scroll the indicated button to the desired month:
To choose the desired time of day, you can type it by clicking inside the field, or scroll the indicated arrows until you find the desired time of day:
Another way to fill in the date and time information is to choose the Current Date and Time option, these will perform the configuration according to the system's current date and time:
After finishing the configuration, click Ok.
Next you must enter a user, role or group that is the author of the action whose query is being configured:
Attention
If no user, role or group is selected in this option, the query will be applied to all registered users.
Another filtering possibility for the query is to enter a specific IP number:
Then enter the group you wish to have information about:
Determine which actions you want to be informed about: creation, edition and/or deletion:
After finishing the query settings, just click Search and the records will be listed below:
Role Records
When selecting the Roles Recordsx option, the following fields will become available for query configuration:
First you must inform a sampling period, by default the sampling suggests the last week to perform the query.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To extend the period between other months, simply scroll the indicated button to the desired month:
To choose the desired time of day, you can type it by clicking inside the field, or scroll the indicated arrows until you find the desired time of day:
Another way to fill in the date and time information is to choose the Current Date and Time option, these will perform the configuration according to the system's current date and time:
After finishing the configuration, click Ok.
Next you must enter a user, role or group that is the author of the action whose query is being configured:
Attention
If no user, role or group is selected in this option, the query will be applied to all registered users.
Another filtering possibility for the query is to enter a specific IP number:
Then enter the role you wish to have information about:
Determine which actions you want to be aware of: creating, editing and/or deleting:
After finishing the query settings, just click Search and the records will be listed below:
System Configurations
When you select the System Configurations option, the following fields will be available for query configuration:
First, a sampling period should be reported, by default sampling suggests the last week to perform the consultation.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To increase the period between other months, simply scroll through the indicated button until the desired month:
To choose the desired time, you can type by clicking inside the field, or scroll through the indicated arrows until you find the desired time:
Another way to fill in the date and time information is to choose the Current Date and Time option, which will perform the configuration according to the current date and time of the system:
After finalizing the setup, click Ok.
Next, you must enter a user, role, or group that is the author of the system configuration change that is being configured for the query:
Attention: If no user, role or group is selected in this option, the query will be applied to all registered users.
If you want actions performed by the system to be listed, the following option must remain checked:
Another possibility of filtering for the query is to enter a specific IP number:
Or enter a term for the characteristics of the system. To do this go to select field:
Then information pertinent to the system will be available to choose from:
After choosing a field, tell us which terms the field should contain:
After finalizing the query setup, simply click on Search and the records will be listed below:
The information with Date, Author, and IP Address will then be listed.
To clear the query, click Clear.
Documents
When selecting the Documents option, the following fields will be available for configuration of the query:
First, a sampling period should be reported, by default sampling suggests the last week to perform the consultation.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To increase the period between other months, simply scroll through the indicated button until the desired month:
To choose the desired time, you can type by clicking inside the field, or scroll through the indicated arrows until you find the desired time:
Another way to fill in the date and time information is to choose the Current Date and Time option, which will perform the configuration according to the current date and time of the system:
After finalizing the setup, click Ok.
Next, you must enter a user, role, or group that is the author of the action whose query is being set up:
Attention: If no user, role or group is selected in this option, the query will be applied to all registered users.
Another possibility of filtering for the query is to enter a specific IP number:
Select the document type for auditing:
If you want to enter the document title for auditing:
Determine what actions you want to identify from to funnelate the audit query, and you can choose from Created, Edited, Excluded, and Restored.
After finalizing the query setup, simply click on Search and the records will be listed below.
When you hover over the query information, it takes the form of a link and allows you to click to open a window with the document timeline.
Process Model
When you select the Process Model option, the following fields will be available for query configuration:
First, a sampling period should be reported, by default sampling suggests the last week to perform the consultation.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To increase the period between other months, simply scroll through the indicated button until the desired month:
To choose the desired time, you can type by clicking inside the field, or scroll through the indicated arrows until you find the desired time:
Another way to fill in the date and time information is to choose the Current Date and Time option, which will perform the configuration according to the current date and time of the system:
After finalizing the setup, click Ok.
Next, you must enter a user, role, or group that is the author of the action whose query is being set up:
Attention: If no user, role or group is selected in this option, the query will be applied to all registered users.
Another possibility of filtering for the query is to enter a specific IP number:
Then enter or select a process template for which you want to have information.
After selecting the process template, the Version field is enabled, where you can specify one of the versions of the process to perform the query, or you can keep the All Versions option, which is selected by default.
Finally, you can select some actions related to the process model, to funneling your query.
After completing the query configuration, simply click on Search and the records will be listed below, displaying date, author, IP address, process model, version, and action. To clear the query, click Clear.
When you hover over the query information, it takes the form of a link and allows you to click to open a modal with detailed information about the components of that record.
Also, within the component details modal, it is possible to navigate the information, accessing layers inside, to identify what has been changed or filled in.
In Property we identify the information regarding field changes
And you can also access the Form Fields tab
You can audit not only the component properties, but also the form fields that have been linked in that component.
Note: When using Quick Actions or Email Actions, fields that are configured with autocomplete are identified and logged allowing auditing. Each field of an action is displayed on an individual parameter/record line.
Note: The category in which the process was stored is also information that is recorded, allowing auditing.
Note: It is possible to identify the path of that field or property through the tooltip displayed when you hover the mouse on the item.
Attention: When auditing components containing conditional rules, note that when there is more than one rule grouped by the AND/OR operators, they will be represented as follows: E = && and OR = ||.
Both in scenarios with copying fields and in scenarios with conditional rules, fields must be indicated by the $ symbol, values are entered in double quotes, and options selected from the form appear in square brackets, so that they can differ from other options.
Note: In scenarios containing email templates, you can find each field of a template displayed on a record line.
Note: Prevalence rules are displayed on an individual record line, identifying whether the values are Force or Forbid.
Note: When configuring Extra Properties for the components of: Process Properties, Lane, User Activity, Manual Activity, Send Activity, Script Activity, Subprocess, and Decision (Exclusive, Inclusive, and Parallel); these components will be flagged in the audit as “Edited” and when hovering over The properties you can identify the path where that change came from, in this case, Extra Properties.
This way you can audit process models, identifying who, when, and what action was taken in detail.
Electronic Signature
When you audit a process template, user or manual activities will become available. When you select one of the two, in the Properties tab, two records will be displayed for each field file that has electronic signature configuration, namely: I
- “File field 1”: Executor sign, this stops when it is desired that the executing user can, be obliged or can't sign.
- “File Field 2”: Add other signers, this one for when the executing user can, is obligated or can't add other signatories
Forms Registrations
When selecting the Forms Registrations option, the following fields will be available for configuration of the query:
First, a sampling period should be reported, by default sampling suggests the last week to perform the consultation.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To increase the period between other months, simply scroll through the indicated button until the desired month:
To choose the desired time, you can type by clicking inside the field, or scroll through the indicated arrows until you find the desired time:
Another way to fill in the date and time information is to choose the Current Date and Time option, which will perform the configuration according to the current date and time of the system:
After finalizing the setup, click Ok.
Next, you must enter a user, role, or group that is the author of the action whose query is being set up:
Attention: If no user, role or group is selected in this option, the query will be applied to all registered users.
Another possibility of filtering for the query is to enter a specific IP number:
Select the form that you want the creation to be audited:
Determine which actions you want to identify from to funnelate the audit query, and you can choose from Created, Edited, and Excluded.
After finalizing the query setup, simply click on Search and the records will be listed below:
When you hover over the query information, it takes the form of a link and allows you to click to open a modal with detailed information about that record.
Note that in the title of this screen we can identify whether the form is Dynamic or External and whether the action being analyzed is Creation, Editing or Deleting.
The settings made on the form, the fields created, edited, and/or deleted, and the tabs created, edited, and/or deleted will be displayed for audit.
By clicking on the items listed in the modal it will be possible to analyze all the details about the item and the settings made on it. To return to the list of items, simply click the button with the arrow.
Note: The listed properties are all configurable properties in each of the field types created on the form, in the case of form fields.
Note: By hovering the mouse over the property information, you can see the path leading to that setting, as in the example in the following image, which indicates that in the field named Initial Salary, in the settings area, in the Currency setting option, the value contained in the New Value column is the current one value set for this property.
Attention: When configuring users/role/groups in the form permissions, when auditing this information, a line for each permission item is generated as shown below.
Also note that depending on the combination made in the permission setting, the value registered in New Value may change, following the following rules:
- Allow Enabled and Deny Disabled = To Allow
- Allow Enabled and Deny Enabled = Deny
- Allow Disabled and Deny Enabled = Deny
- Allow Disabled and Deny Disabled = Deny
Attention: The form registration audit includes both dynamic and external forms, regardless of the type of data source.
Forms Records
When you select the Forms Records option, the following fields will be available for query configuration:
First, a sampling period should be reported, by default sampling suggests the last week to perform the consultation.
You can change the date and time manually by typing or clicking on the calendar icon next to each period field and selecting the date and time:
Then the calendar and time field will be available:
To choose the date, simply click on the desired day. To increase the period between other months, simply scroll through the indicated button until the desired month:
To choose the desired time, you can type by clicking inside the field, or scroll through the indicated arrows until you find the desired time:
Another way to fill in the date and time information is to choose the Current Date and Time option, which will perform the configuration according to the current date and time of the system:
After finalizing the setup, click Ok.
Next, you must enter a user, role, or group that is the author of the action whose query is being set up:
Attention: If no user, role or group is selected in this option, the query will be applied to all registered users.
If you want actions performed by the system to be listed, the following option must remain checked:
Another possibility of filtering for the query is to enter a specific IP number:
Determine which actions you want to identify from to funnelate the audit query, and you can choose from Created, Edited, and Excluded. In addition, you can also specify the type of form, whether it is Dynamic or External.
Select the form that you want to audit the records:
After selecting the form, the option to select a specific form field is enabled. When you click to select a field, a modal with the list of fields that that form contains appears and in it you can select the field you want.
When you select a field, the option to include any specific term that this field may contain is enabled.
After finalizing the query setup, simply click on Search and the records will be listed below:
When you hover over the query information, it takes the form of a link and allows you to click to open a modal with detailed information about that record.
This way you can audit form records, identifying who, when, and what action was taken in detail.
Attention
Regarding the Mobile in the Audit Center, it was possible to see that the user was connected by the mobile application, however, there were times that even though the user was logged in, it did not appear that he was online.
Because of this behavior, it was determined that the mobile is stateless, this means that no auditing will be performed on it, only when the login (connection) and logout (disconnection) in the application are performed.