Activity log
Follow the activity of a company file and of the whole firm, filter by team member or by period and tell activity, history and audit trail apart.
The activity log is the chronological feed of everything that happened in a company file: data changes, but also actions that change no record, such as an export, a synchronisation or a closing. It answers the question "what happened on this company file this week?".
Activity, history, audit trail: the differences
| Tool | What it shows | Where to find it |
|---|---|---|
| History | Data changes, field by field, with the possibility to revert. | History tab, History sub-tab |
| Activity | The complete feed: data changes and actions (exports, synchronisations, closings, activations). Without the detail of the values. | History tab, Activity sub-tab |
| Audit trail | The timestamped, append-only, exportable log that is part of the books of the company file. | Exports tab, Data group |
The activity merges two sources: the changes of the history and the events of the audit trail. It is a working view, convenient for following a company file day to day.
Consulting the activity of a company file
- Open the company file, then the History tab.
- Switch to the Activity sub-tab.
- The feed is displayed from the most recent to the oldest.
Each line shows:
- the date and time;
- the user, or System for an automatic process;
- the action, in plain language: "Created · Third party", "Updated · Company file", "Moved to recycle bin · Bank rule";
- the item concerned, with its label;
- the origin and the name of the device for an action entered offline;
- for an update, the list of the fields affected.
When the line corresponds to a change of the history, you can open it to see its detail and, if possible, revert it.
What you find there in addition to the history
Here are examples of events specific to the activity log.
| Area | Events |
|---|---|
| Exports | Each export generated, with its type, its format and its fingerprint; generation of the complete accounting file |
| Periods and fiscal years | Locking and unlocking of a period, closing and reopening of a fiscal year, year end with its result |
| Fixed assets | Creation, booked depreciation, period depreciation, disposal |
| Integrations | Activation, deactivation, synchronisation |
| Trash | Permanent deletion of an item |
| Sign-ins | Sign-in and sign-out of a user, failed sign-in attempt |
The activity feed does not give a total. It loads in successive pages: scroll or load more to go back in time.
Filtering
| Filter | Use |
|---|---|
| User | See only the actions of one team member. |
| Period | Limit to a date range. |
| Type | Limit to one type of item or event. |
| Source | Keep only the data changes, or only the audit events. |
| Search | Find a label, a voucher number, a third-party name. |
If nothing matches, the screen displays "No activity for these criteria".
For a weekly review of a company file entrusted to a junior team member, filter on their name and on the last seven days. You see at a glance the volume entered, the corrections and the items moved to the trash.
The activity of the firm
The administrators and managers of the firm have a cross-cutting view: the activity log of all the company files of the firm. Each line there also carries the name of the company file concerned. The same filters apply, with an additional filter by company file.
This view is useful to:
- spread the workload by seeing who is working on what;
- spot a company file that has had no activity for a long time;
- find out on which company file an action was carried out by mistake.
Encoders and reviewers do not have access to the firm view. They consult the activity of the company files assigned to them.
Who can see the activity of a company file
Anyone with access to the company file can consult its activity, including a read-only auditor. Rights only differ for actions: only a user authorised to write can trigger a revert from a line.
Activity and confidentiality
The activity log contains personal data relating to team members: who did what, at what time, from which device. It serves the accounting traceability and the security of the company file.
Do not use the activity log as a tool for measuring individual working time without having informed your team members. Depending on the rules applicable in your firm, such a purpose may require prior information of the staff.
The exportable audit trail
For an inspection or a handover to a third party, export the Audit trail from the Exports tab, Data group. This document:
- contains the timestamp, the user, the action, the object, the detail and the IP address;
- carries the mention "Append-only log: records are neither modified nor deleted";
- is available as PDF, Excel and CSV;
- is automatically included in the complete accounting file.