Change Logs

Introduction

The archive’s Change Log system keeps a chronological record of all notable events and changes made in the archive.

Change log entries are often linked to User accounts and the ‘entity’ that the event has been acted upon. This makes it possible to track changes made by a User to specific entities such as Records, Classes, Attributes, Flags, Users, Groups and Permissions.

Entries that document a change to an entity also report the state of the entity prior to the change being applied. These are called ‘entry details’. By examining these details it is possible to work out what modifications have occurred and who has made them. This is particularly helpful when dealing with record changes.

The archive has a Master log containing the complete set of all entries. However, separate and more targeted logs are available for Records, Classes, Attributes, Flags, Users, Groups and Permissions.

All logs in the archive can be filtered to locate specific events within a designated time period. However, log entries related to Records, Attributes and Classes are ungoverned by the Content Restriction system. Sensitive data can be exposed to Users browsing these entries.

The archive has two permissions – Administer Change Log and View entry details – that can be used to control access to Logs.

Log entry types and events

Log entries events are separated into two event types – System (SYS) and Archive Engine (AE) events. The table below lists all log events for each event type.

Accessing the Master log

Your User account must have Administration access and Administer Change Log permissions enabled to view the Master log. Additionally, the View entry details permission is required to view entry details.

1. Navigate to the Master log page by going to: Main Menu → Administration tab → Master log hyperlink.

Accessing Class logs

Your User account must have Administration access and Administer Change Log permissions enabled to view the Class logs. Additionally, the View entry details permission is required to view entry details.

1. Depending on the type of record class you wish to view, do one of the following:
   • For Archive Item or View classes: Navigate to the Archive Items page, by going to: Main Menu → Administration tab → Archive Items hyperlink.
   • For Knowledge (or Profile) classes: Navigate to the Profiles page, by going to: Main Menu → Administration tab → Profiles hyperlink.
   • For List classes: Navigate to the Lists page, by going to: Main Menu → Administration tab → Lists hyperlink.
2. In the list of classes, locate the record class you wish to view and click the View log hyperlink.

Accessing Attribute logs

Your User account must have Administration access and Administer Change Log permissions enabled to view the Attribute logs. Additionally, the View entry details permission is required to view entry details.

1. Depending on which record class the Attribute belongs to, do one of the following:
   • For Archive Item or View classes: Navigate to the Archive Items page, by going to: Main Menu → Administration tab → Archive Items hyperlink.
   • For Knowledge (or Profile) classes: Navigate to the Profiles page, by going to: Main Menu → Administration tab → Profiles hyperlink.
   • For List classes: Navigate to the Lists page, by going to: Main Menu → Administration tab → Lists hyperlink.
2. In the list of classes, locate the record class that the Attribute belongs to and click the List attributes hyperlink.
3. In the list of Attributes, locate the Attribute you wish to view and click the View log hyperlink.
   
   Alternatively, to view all log entries for the listed Attributes, select {Class name} attribute log from the Actions button menu.

Accessing Record logs

Your User account must have Administration access and Administer Change Log permissions enabled to view the Record logs. Additionally, the View entry details permission is required to view entry details.

1. Conduct a search that will return the record that you wish to view.
2. Depending on which page you are viewing the record from:
   • From the Search Results page: Use the ‘cog’ menu in the row of the record you wish to view and select Record change log menu item.
     
     For Archive Item classes, you will need to select either the Items, Views or Media button, in the top-left of the Search Results page, to select the log record class to view.
   • From the View page: Within the ‘cog’ menu, select Record log if you’re viewing a Knowledge class record; or Item record log, View record log or Media record log if you’re viewing an Archive Item class.

Accessing Flags logs

Your User account must have Administration access, Administer Change Log and View flagged records permissions enabled to view the Flags logs. Additionally, the View entry details permission is required to view entry details.

1. Navigate to the Flags page, by going to: Main Menu → Administration tab → Flags hyperlink.
2. In the list of Flags, locate the Flag you wish to view and click the View log hyperlink.
   
   Alternatively, to view all log entries, in the Actions button menu, select Flags log.

Accessing User logs

Your User account must have Administration access, Administer Change Log and Administer User accounts permissions enabled to view the User logs. Additionally, the View entry details permission is required to view entry details.

1. Navigate to the Users page, by going to: Main Menu → Administration tab → Users hyperlink.
2. In the list of User accounts, select the View log hyperlink beneath the name of the account you wish to view.
   
   Alternatively, enable the checkboxes of the User account you wish to view and select User log from the Actions button menu.

Accessing Group log

Your User account must have Administration access, Administer Change Log and Administer Groups permissions enabled to view the Groups log. Additionally, the View entry details permission is required to view entry details.

1. Navigate to the Groups page, by going to: Main Menu → Administration tab → Groups hyperlink.
2. In the Actions button menu, select Group log.

Accessing Restriction logs

Your User account must have Administration access, Administer Change Log and Administer Permissions/Restrictions permissions enabled to view the Restrictions log. Additionally, the View entry details permission is required to view entry details.

1. Navigate to the Restrictions page, by going to: Main Menu → Administration tab → Restrictions hyperlink.
2. In the Actions button menu, select Restriction log.