Viewing the History of Activities for a Document (Audit Trail)

Audit trail provides you with a list of all activities that have taken place for the selected document. Your administrator determines which activities are recorded, and also whether or not you have permissions to see the audit trail in general.

An audit trail record is created as an action takes place. You can view a document's audit trail report by selecting the Audit Trail tab on the Document Properties dialog. You can customize the report, print it, or save it to a file.

Note: Whether or not the Audit Trail tab appears on the Document Properties dialog is determined by the user setting, Audit Trail > Show Audit Trail tab in Document properties.

Viewing the Report

Select a document.
Select Document > Properties.
The Properties dialog opens.
Select the Audit Trail tab.

Printing the Report

From the Audit Trail tab, click Print.
The system printer's Print dialog opens for you to print the audit trail report of the selected document.
(Optional) Change the print settings as needed.
Click OK.

Saving the Report

On the Audit Trail tab, click Save.
The Save As dialog opens.
Enter a name for the audit trail report file and select the file type to save it as.
You can save the report to an HTML file, or to either a tab separated or aligned text file.
Click Save.

Customizing the Report

On the Audit Trail tab, click Customize.
The Custom Report dialog opens with the Objects tab selected.
On the Actions tab:
- To include all action types in the report, turn on Show all actions.
- To include only specific actions in the report, turn off Show all actions, then in the list turn on each action you want to include.
On the Users tab:
- To include in the report actions caused by all users, turn on Show all users.
- To include in the report actions caused by certain users, turn off Show all users, then in the list select the user(s) you want to remove and click Remove. To add users to the report, click Add.
Note: If you do not have permissions granted in your user settings to see the audit trail of other users, the options on this tab are disabled.
On the Date tab:
- From the Period list, select the period of time for which you want activity reported.
  The choices are: anytime, custom, yesterday, today, in the last 7 days, last week, this week, last month, and this month.
- When Period is set to custom, turn on Specify start date, to specify either the start of a date range or to include only actions that have a start date equal to or later than the specified date.
  The start date and time fields are activated.
  
  Now turn on Specify end date, to specify either the end of the date range or to include only actions that have an end date equal to or earlier than the specified date.
  
  The end date and time fields are activated. Specify the action end date and time.
On the Output Columns tab:
- In the Available columns list, check the check box for each column you want to include in the report, and click the right arrow button. The selected columns are added to the Columns to show list.
- In the Columns to show list, change the order of the columns as necessary by selecting a column and clicking the up or down arrow. Select any columns you do not want to include in the report, and click the left arrow button (this removes the selected columns are removed from the list).
- Turn on Open report in new window, if you want to view the report in a separate, full-screen window. You can re-size the new window as needed.
On the Sorting and Grouping tab:
Since the criteria that you select in the Sorting lists are used in conjunction with the Grouping options, it is probably better to decide on and select the sorting options first.
- In the Sort by list, select the criteria for the first or highest level of sorting, then set the Ascending option if you want the actions sorted in ascending order. For example, if you select Object Type, all records with the same document name are sorted together in ascending order (lowest to highest).
- If you want to sort the records further, in the Then by list, select the criteria for the second level of sorting, then set the Ascending option if you want the actions sorted in ascending order. For example, if you select Action Name, all records with the same Action Name are sorted first by the Object Type, then by the Action Name.
- If you want to sort the records down to a third level, in the second Then by list, select the criteria for the third level of sorting, then set the Ascending option if you want the actions sorted in ascending order. For example, if you select User Name, all records with the same Object Type will be sorted first by the document name, then by the Action Name, and finally by the User Name.
  If you want to sort the records by additional criteria, repeat this last step for each additional sorting criteria.
- Turn on Separate groups by criteria if you want a blank line between each group.
  The Separate groups by criteria list is activated.
  
  From the Separate groups by criteria list, select the criteria for grouping.
  
  The Separate groups by criteria list contains only the criteria that you selected in the previous sorting steps. You cannot group the records by any other criteria.
Click OK.

Note: When customizing the audit trail report for documents, you only have to set the options once in the Customize Report dialog, and it will be applied to all document audit trail reports you generate, until you change the settings on the Customize Report dialog again. The settings on the Customize Report dialog for document audit trail does not affect the settings on the Customize Report dialog for folder audit trail. However, the procedures for using the dialog are basically the same.