ROLE-BASED ACCESS NOTE: The features and functionality described in this article require the assignment of the Admin user role to your user account. Without this role assigned, some or all of the functionality may not be available to you.
The Audit Trail in Aimably is a critical tool for you to use when you need to figure out who performed which action in your account. In this guide, we will walk you through how to access the Audit Trail, what data is contained in it, and provide an example troubleshooting process for you to follow.
Accessing & Navigating the Audit Trail
To find the Audit Trail, open the Get Help navigation menu section, then select the Audit Trail page from the options provided:
Once you select this option you will be presented with a rather large grid that contains a data entry for each and every change that has been made in your account.
The table can be sorted by alphabetical values by clicking on any header, or it can be filtered for specific options if the filter icon is clicked on.
Additionally, the search box can be used to query for a specific word or phrase anywhere in the Audit Trail data entries.
Finally, the refresh icon will reveal any activities performed in the account since page load, ensuring the most up-to-date information.
Explanation of Audit Trail Data
Each Audit Trail data entry contains Event Date, User Name, User Action, and Area. Some entries may also contain a value for Information and/or Details. The following table describes the contents of each of these fields:
|Event Date||Exact date and time when the action was performed in Aimably, presented in the default time zone as configured in your Company Profile|
|User Name||The full name of the user who performed the action.
If the action was performed by an Aimably representative on behalf of a user at your company it will be displayed as "[Aimably Representative Name] at Aimably on behalf of [Name of User for Whom Action Was Taken]"
|User Action||The basic nature of the action performed, usually limited to creating an entry, syncing with AWS, updating an entry or parameters, or logging into the system.|
|Area||The product module or page where the action was performed.|
|Information||The specific name of the entity upon which action was performed, if custom naming exists. For example, when an action is performed on a user the name of the user appears here. Similarly, when an action is performed on a work schedule, the name of the schedule appears here.|
|Details||If parameter values for the entity have been created or updated by the action, the totality of the values that belong to that entity after the change is displayed here.
Please note that the details field displays all parameters for the entity and does not display only the values that were changed. Similarly, the values that existed prior to the change are not displayed, but searching the trail for the entity name will reveal previous entries where the previous values will be revealed.
Example Audit Trail Project
Let's say that you have an employee named Julie Rhodes whose Aimably account you created a few days ago. She reaches out to you recently and says that while she received her email invitation to Aimably when she tried to log in she wasn't able to reach her account. You have checked the User Management page and you realize that her account was no longer marked as Active. You switch her account to Active, let her know she now has access, and then start your project to determine how and when her account became Inactive.
At this point, you navigate to the Audit Trail, then type in Julie's first name into the search box to pull up the entries related to her account. Lo and behold, you find that your coworker quickly revoked Julie's access not long after you had created it. You are able to determine this by seeing the value of "False" under "IsActive" in the Details column, which indicates that after the update performed by Jamie Johnson on the User named Julie Rhodes, the Active status had been removed from her user.