Audit Trail Module

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16.8.1 Audit Trail Overview

AUDIT TRAIL

The optional Audit Trail module provides a means of tracing edit changes made in any of the pc/MRP modules with the exception of accounting. Whenever a change to a record occurs during an editing session, the Audit Trail module will record the Date, Database, Time, User, and Field Name as well as the Record & Item numbers, Part/BOM number, or Address ID number. A flexible search feature allows retrieval of the recorded change based upon a variety of criteria.

16.8.2 Module Activation and Access

Select Configuration, Module Activation, then Audit Trail from the menu. To initiate this module:

1. Call Software Arts (408-226-7321) to obtain your activation code number.
2. Press the "ACTIVATE" button and enter your activation code number.

Once activated, the Audit Trail can be deactivated at any time by pressing the "DEACTIVATE" button and re-entering the activation code number.

16.8.3 Using Audit Trail Search

The Audit Trail module can be used to search for edit changes by selecting the database to be searched, see figure 1, above. The search criteria screen will then be displayed as shown below.

 

SEARCH CRITERIA

The Audit Trail search feature is designed to recall information based upon:

1. A specific Database, several Databases, or all Databases
2. A specific Date, or a range of Dates
3. A specific Record number, or a range of Records numbers
4. A specific Item number, or a range of Item numbers
5. Up to two specific Users
6. Up to two specific Data Fields
7. Up to two specific Part/BOM numbers
8. Up to two specific Address IDs
or any combination of the above elements

A search can be conducted which returns as much or as little information as the user requires based upon the criteria set for in the query. Selecting all databases while leaving all other criteria blank, would return every change that has been made everywhere. The more specific the search criteria, the smaller and more usable is the search result. Because the returns from some searches may be very lengthy, it is recommended that it is first displayed onscreen before printing to ensure that it contains the information desired.

16.8.4 Deleting Audit Trail Records

Because the Audit Trail module makes a record of each change made, it tends to grow very rapidly. It, therefore, becomes necessary to remove obsolete records on a regular basis. How often these records are removed would vary depending upon your situation and the nature of your business.

To delete Audit Trail records, you should first ensure that a backup is made for archival purposes. Then, press the "DELETE" button at the Audit trail opening screen. You will be asked to enter a number representing the number of days worth of records that you want to retain. All others will be deleted. The default is 90 days, but you may enter anything from 30 days to 9999 days.