Note: In order to have access to the account audit trail, users will need to have the role permission 'Account Audit Trail'.
To access the account audit trail, click 'Settings >Audit Trail'. The audit trail data table can be customized by selecting the column icon and checking the column name.
Available columns
- Module - Module that the action was taken place in
- Time Stamp - Date and time the action was taken
- User ID - User's email address
- User Name - Name of the User
- Item ID - System generated Item ID
- Event - Brief description of the action that was performed by that user, this column is text searchable
- Risk - Action will be tagged as being a Risk if the action was a super editor transaction or admin changes, the table can be sorted by Risk status
- Comment - Comments
Each column has a search tool in the row under the column header, so the table can be sorted by any of the columns. The table can be exported in an excel or a csv, which will show further details for each transaction.
Events that will be logged in the Account Audit Trail
User Profile & Setting Information including:
- Email, First Name, Last Name, Title, Phone Number, Fax, Supervisor, Site, and/or Mailing Address Changes
- Password Resets, Two-Factor Authentication Changes
- Language Preference Changes
- Log Ins & Log Outs (including session expirations)
- Notification Setting Changes
- Adding/Removing Custom Fields From the Users Table
- Changes to User Table Custom Field Values
- Activating & Disabling Users
Settings Information including:
- Turning Modules On & Off (including the Workflows Module and Integrations Module)
- Adding & Removing Users From Roles
- Creating, Updating, or Deleting a Role
- Merging Roles
- Creating, Editing, & Deleting Account Custom Fields
- Creating, Deleting, Regenerating, or Toggling API Tokens
- Changes to API Settings
- Updates to Options for Single-Select or Multi-Select Custom Fields via the Public API
- SSO SAML Configuration Changes (adding, updating, or disabling a provider; adding, enabling, disabling, or deleting a domain)
- Changes to Account-Level Notification Defaults
Documents Module Information including:
- Viewing a Document
- Creating Documents (including Batch Uploads)
- Changes to Document Metadata (Name, File, Description, Version Comments, Effective Date, Target Approval Due Date, Training Settings, Document Security, Custom Fields, and whether the document is marked as a template)
- PDF Exports of Individual Documents
- Group PDF Exports from the Documents Archive (an individual audit event is logged for each document included in the export)
- Adding, Removing, or Copying Links & Attachments
- Creating or Deleting Document Versions
- Document State Changes (e.g., Draft to Awaiting Approval, Awaiting Approval to Approved, Approved to Effective)
- Collaborative Editing Sessions Created, Joined, or Ended
- All Workflow Events (launching, cancelling, signatures, and completion)
- Training Challenge Questions Added, Modified, or Deleted
- Assigned Trainees Added or Removed, Users Marked Compliant, Users Forced to Retrain, Training Completed
- Controlled Copies Issued, Accessed, or Destroyed
- Annotations, Suggested Edits, and Periodic Reviews
- Revisions Created, Removed, or Reverted
- Author Assigned or Removed
- Regenerating a PDF Conversion or Re-Indexing a Document for Keyword Search
Document Category Information including:
- Changes to Name, Description, or Key ID
- Changes to Training or Security Settings
- Category Lifecycle Changes (new version created, activated, or deleted)
- Custom Fields Created, Modified, or Deleted
- PDF Export Setting Changes
- Role/Permission Changes and Workflow Configuration Changes
Issues, Change Controls, Custom Workflows & Tasks Information including:
- Viewing an Issue, Change Control, Task, or Workflow Record
- All Field Edits Made to an Issue, Change Control, or Custom Workflow Record
- Editing Stage or Task Assignees
- Triggering a PDF Export
- Cancelled Workflows and Reverted Stages
- Adding, Editing, or Deleting Comments in the Chat Log
- Deleting Change Controls or Issues
- Toggling "Show in Side Navigation" on Custom Workflow Modules
- Importing Custom Workflow Module Configurations
Category & Template Information including:
- Lifecycle, Stage, PDF, Role/Permission, Stage Custom Field, Stage Workflow, and Authorized Assignee Changes
Folders & External Sharing Information including:
- Folder Creation, Renaming, and Moving
- Assigning or Unassigning Items and Tasks to Folders
- Actions Performed by External Recipients Inside Shared Folders (identity verification, viewing items, downloading PDF copies)
Training Information including:
- Extending Training Due Dates
- Downloading Certificates
- Course Created, Edited, or Deleted
- Course Editors, Trainees, or Roles Added or Removed
- Syllabus Updates (adding/removing Documents or OJT Events, reordering items, and auto-removal of retired documents)
- Document Training Assignments and Unassignments
- Test Transactions (creation, updates, deletion, duplication, question edits, answer resets/submittals, and workflow approvals)
- Training Event Transactions — Group, Personal, and OJT (creation, detail edits, deletion, participant assignments/unassignments, workflows, and attachments)
- Training Records (completions, retrainings, and batch compliance updates)
SCORM Information including:
- Creating, Approving, Deleting, Upversioning, or Retiring a SCORM
- Owners Added or Removed
- Details or Files Updated
- Trainees (Individuals or Roles) Added or Removed
- Viewing a SCORM
Audits & Observations Information including:
- All Audit Report and Observation transactions are accessible directly within the Account Audit Trail
ZenSign Information including:
- External Assignee Emails Sent
- Security Codes Sent & Records Viewed by External Assignees
- Signatures Accepted or Rejected
- PDF Downloads by External Assignees
- E-Signature Disclosure Accepted
- View-Only Signatures on Workflow Stages
Items marked as High Risk:
- Email Changes
- User Personal Information Updates (First Name, Last Name, Title, Supervisor)
- Generating a Temporary Password for a User
- Any Changes Made Under Super Editor Mode
- Executing Help Desk Backend Scripts