Using the PPS Audit Viewer

PPS maintains an audit of all updates made to the database in several key areas. The audit details captured allow the PPS system administrator account to make audit enquiries to see which PPS user has carried out which updates to the database, and precisely when.

Accessing the Database Audit Viewer

To access the audit screen you must navigate to your PPS Menu > Tools > Database Maintenance > View Database Audit.

Note: The PPS System Administrator is the only account within PPS that can access this area.
Audit View

Searching for Audit Details

The default audit file will be automatically selected when the screen is opened. This can be changed to select a previously archived audit file which is available to choose on a monthly basis. In the most recent versions of PPS, you can also select the “All” selection to search the entire audit database. You may need to log out of your normal PPS account and re-log in as the System Administrator to continue.

The Audit screen allows you to make certain selections to ensure your search results are specific, all of which are optional – They are firstly the selection of a specific client, specific date range and 24 hour time range.

There is then the ability to select a specific ‘Table’ – This refers to the various areas of the systems data. As an example you can select the “Activity” table to search for a client’s booking confirmation or the “Appointm” table to search for a client’s appointment that may have been deleted. As another example, the “Uprofile” table will show you such things as when a PPS user has logged in, changed their account details or ran specific reports.

With the “Type” box you can define between data Acted upon, Deletion of data, Document information, Insertion of data, Letter specific data and finally updates to existing data. Further on from this you can define specific user initials – for instance John Smith will be “JS”.

Once you have chosen the criteria you want (if any!) you can click on the Go button. To see details of results you can tick the box entitled “Preview Record Details”. To revert to a previous search result you can click on the < Prev. button and finally the << Reset button can be used to set all selections to default.

Search results will yield information such as the client number, table, type, etc. It is worth noting that the ‘Processed’ and ‘Status’ columns refer solely to PPS Sync Server to signify if the data has been processed by Sync Server and the status will confirm whether it was synchronised to the other site or ignored.

Tip: If you are following a trail of data that may have reference to more than one client (for instance an updated appointment due to a client mis-selection) you can find the data regarding that detail and then locate the “Index Key” in the search results and copy this into the relevant “Index Key” search box. Doing this will show a full history of this activity which is timeframe dependant on the current audit selection.
 

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