Overview

The Audit Trail screen shows a chronological log of changes made to assets and system records. Each entry records who made the change, when it was made, and what was changed. This screen is a compliance and governance tool that helps you track and review all activity across the system. It is available to users who have the 'audit-trail' permission.

Getting here

From the sidebar, click Reports, then click Audit Trail.

What you can do on this screen

View a log of all changes made to assets and system records
Search audit log entries by keyword
Filter entries by asset code, description, date range, action type, or user
Sort entries by column
Save and reuse filter combinations
Choose which columns to display and reorder them
Select individual records or all records
Export audit log data to PDF, CSV, or Excel
Email a PDF report of the audit log
Navigate directly to an asset from its audit log entry

Search audit log entries

Locate the Search audit logs... field in the top-right area of the screen.
Enter your search term.
The table updates automatically to show only entries that match your search term across all visible fields.

The search checks the asset code, description, user, action type, field name, and change values.

Filter audit log entries

You can filter the audit log using the filters panel on the right side of the screen.

Click the Filters tab in the right panel.
Set one or more of the following filters:
- Company - select a company to filter by.
- Asset Code - enter a full or partial asset code.
- Description - enter a full or partial asset description.
- Date Range - select a start date, end date, or both to narrow results to a specific period.
- Action Type - select one or more action types from the list.
- User - select one or more users from the list.
Click Apply Filter to update the table with your filter criteria.

To remove all filters, clear each filter field and click Apply Filter again.

Save a filter

You can save a combination of filters to reuse later.

Set your filters in the Filters tab.
Click Save and Apply.
Enter a name for the saved filter.
Click Save.

The filter is saved and applied to the table.

Load a saved filter

Open the Filters tab in the right panel.
Select a saved filter from the Saved Filters dropdown at the top of the panel.
The filter values load automatically. Click Apply Filter to update the table.

Edit a saved filter

Open the Saved Filters dropdown in the Filters tab.
Select the edit option next to the filter you want to change.
Update the filter name or adjust the filter values.
Click Save.

Duplicate a saved filter

Open the Saved Filters dropdown in the Filters tab.
Select the duplicate option next to the filter you want to copy.
A new filter is created with the name of the original filter followed by "(Copy)".

Delete a saved filter

Open the Saved Filters dropdown in the Filters tab.
Select the delete option next to the filter you want to remove.
The filter is deleted.

Sort the table

You can sort the table by selecting a column header.

Select a column header to sort the table in ascending order.
Select the same column header again to sort in descending order.
Select the same column header a third time to remove the sort.

You can sort by the following columns: Timestamp, Asset Code, Description, User, Action, and Field.

Choose which columns to display

Click the Columns tab in the right panel.
Use the toggle button next to each column name to show or hide that column.
To reorder columns, drag a column to a new position in the list.
Click Show All to display all available columns.
Click Reset to return to the default column layout.

You can also search for a column by name using the Search columns... field at the top of the panel.

Select audit log records

You can select individual records or all records on the current page.

To select a single record, tick the checkbox at the start of the row.
To select all records, tick the checkbox in the column header.
To deselect all records, clear the checkbox in the column header.

When you select one or more records, the Actions panel opens automatically if it is not already pinned.

Export audit log data

You can export audit log data in several formats from the Actions tab in the right panel.

Export to PDF

Click the Actions tab in the right panel.
Click Export to PDF.
A PDF file is generated and downloaded to your device. The PDF includes the currently visible columns and any active filters.

Export to CSV

Click the Actions tab in the right panel.
Click Export to CSV.

Export to Excel

Click the Actions tab in the right panel.
Click Export to Excel.

Export selected records

When you have selected one or more records, additional export options appear in the Actions tab:

Export Selected to PDF - generates a PDF for the selected records only.
Export Selected to CSV - downloads the selected records as a CSV file.

Email a PDF report

Click the Actions tab in the right panel.
Click Email PDF.
In the Email Report dialog, complete the following fields:
- To (required) - enter one or more recipient email addresses, separated by commas.
- CC (optional) - enter one or more CC email addresses, separated by commas.
- Subject (required) - enter the email subject. This defaults to "Audit Trail Report".
- Message (optional) - enter a message to include in the email. This defaults to "Please find attached the Audit Trail report."
Click Send Email.

Navigate to an asset

You can open an asset directly from the audit trail.

In the Asset Code or Description column, select the linked text for the entry you want to view.
You are taken to the asset detail page for that asset.

Navigate between pages

When the audit log contains more entries than fit on a single page, pagination controls appear at the bottom of the table.

Click First to go to the first page.
Click Previous to go to the previous page.
Click Next to go to the next page.
Click Last to go to the last page.

The footer also shows the current page number, total pages, and total number of records.

Field reference

Field	Description
Timestamp	The date and time the change was recorded, displayed in dd/MM/yyyy HH:mm:ss format.
Asset Code	The unique code of the asset that was changed. Select this to navigate to the asset.
Description	The name or description of the asset that was changed. Select this to navigate to the asset.
User	The name of the user who made the change.
Action	The type of change that was made. Possible values include: Created, Updated, Deleted, Status Changed, Assignment Changed, Comment Added, Attachment Added, Attachment Removed, Exception Created, Exception Resolved, Settings Changed, Permission Changed, Team Changed, and Period Changed.
Field	The specific field that was changed.
Changes	Shows the previous value and the new value, displayed as the old value followed by an arrow and the new value.

Filter reference

Filter	Description
Company	Limits results to a specific company.
Asset Code	Limits results to entries matching the specified asset code.
Description	Limits results to entries matching the specified asset description.
Date Range	Limits results to entries within the specified start and end dates.
Action Type	Limits results to entries with one or more selected action types.
User	Limits results to entries made by one or more selected users.

Warnings and messages

Message	When it appears
Failed to load audit logs	The system could not retrieve audit log data. Try refreshing the page.
No audit records found	No entries match your current search or filter criteria. Try adjusting your search term or removing filters.
No audit history available yet	There are no audit log entries in the system.
Try adjusting your search or filters to find what you're looking for	Displayed below the "No audit records found" heading when search or filter criteria are active.
PDF exported successfully	A PDF export completed successfully.
Failed to export PDF	The system could not generate the PDF. Try again.
Failed to export audit trail	The system could not complete the export. Try again.
Export to CSV started	A CSV export has been started.
Export to EXCEL started	An Excel export has been started.
Email sent successfully	The email with the PDF attachment was sent.
Failed to send email	The system could not send the email. Check the recipient address and try again.
Failed to prepare PDF for email	The system could not generate the PDF to attach to the email. Try again.
Please enter a recipient email address	The To field in the email dialog is empty. Enter at least one email address.
Invalid email address: [address]	One or more email addresses in the To field are not in a valid format. Correct the address and try again.
Invalid CC email address: [address]	One or more email addresses in the CC field are not in a valid format. Correct the address and try again.
Please configure at least one filter before saving	You selected Save and Apply without setting any filter values. Set at least one filter first.
Failed to load saved filters	The system could not load your saved filters. Try refreshing the page.
Failed to save filter	The system could not save the filter. Try again.
Filter deleted successfully	A saved filter was deleted.
Failed to delete filter	The system could not delete the saved filter. Try again.
Filter not found	The saved filter you tried to update or delete could not be found. It may have already been removed.