How to Use the Audit Trail to Track Actions in Sage Timeslips

If you enable Sage Timeslips security and require that each timekeeper use a password to log into the database, you also can use the Audit Trail feature to track who takes actions in your Timeslips database, what actions are taken, and when they happen.

After you enable audit trail tracking, you can control how much data the feature tracks and you can print the Audit Trail report to review the actions taken in your database.

Your Timeslips database administrator should limit access to the audit trail feature. If everyone has access to the audit trail feature, anyone can turn it on and off at will, which defeats the purpose of using the feature.

To set up the Audit Trails feature to track information in your database, follow these steps:

  1. Choose Setup→Security→Audit Trails.

    The Audit Trails Setup dialog box appears.

    If you don’t see the Audit Trails command, choose Setup→Features Enabled and make sure that a check mark appears next to the Audit Trails option.

    image0.jpg
  2. In the Audit Trails Supervisor Password text box, supply a password that controls the Audit Trails feature.

    For security, you should make this password different from the security supervisor password, but make sure that your company’s owner and the security supervisor know this password. It is not case-sensitive; Timeslips stores the password in all uppercase letters, even if you type it using uppercase and lowercase letters.

  3. Select the Enable Audit Trails option.

  4. Use the Table Settings section to select the data you want to track.

    A table is a collection of records in a database, and you can enable the Audit Trails feature for specific tables in your Timeslips database. By default, the feature tracks all changes in all database tables.

    To track only certain data in the database, open the Tables drop-down list and select the table. Then

    • Decide whether to track changes to the table by selecting or deselecting the Enable This Table check box.

    • Decide whether to save tracked changes for the entire table by selecting or deselecting the Save on Any Edit check box.

    • If you deselect the Save on Any Edit check box, you can select specific fields in the table to track by selecting or deselecting fields in the Field Name list for the table.

  5. Click OK.

    Timeslips displays a message identifying the Audit Trails feature password.

  6. Click OK.

    Timeslips prompts you to add initial audit trail data for records in the database that already existed when you enabled audit trails.

  7. Click Yes.

    Timeslips updates audit trail data.

To view audit trail information, choose Special→Audit Trails to display the Audit Trails window.

image1.jpg

Use the options at the top of the window to limit the audit trail data shown in the middle of the window, and click an entry in the middle of the window to see the audit trail data for that entry in the bottom of the window.

You can print the information by clicking the Print (printer) button on the vertical toolbar. You can print the report also by choosing Reports→Other.

To display audit trail information for a specific record, open the Audit Trails window by choosing Special→Audit Trails. Then click a record and choose Special→Audit Trail on This Record. Using this approach can be helpful, for example, if you want to view the audit trail associated with a particular timekeeper, client, or task.

The Audit Trail feature can generate a lot of data. Periodically, consider purging audit trail data by clicking the Purge (X) button on the vertical toolbar in the Audit Trails window. Timeslips displays the Purge Audit Trails dialog box, where you can select audit trail records to purge. You also can print a report of the audit trail data that you purge.

Before you purge data, consider backing up. The backup will contain both the data you purge as well as the data you don’t purge; in that way, you will have the purged data in case you discover that you need it later.

blog comments powered by Disqus
Advertisement

Inside Dummies.com