Please Note: This guide is only applicable to users accessing our new Express v2 system. If you have not had your system updated to this version of Express you can contact support@rushcliff.com to see if you are eligible for an upgrade.
To access the Audit in Express navigate to System Settings and then select Audit Viewer.
Your PPS system maintains an audit of all changes made to the database in key areas. The audit details that are captured allow the PPS system administrator to make audit enquiries to see which PPS user has carried out which changes to the database, and precisely when.
You can use the Audit to find out if an appointment has been deleted and by whom, if consultation notes have been modified and when or if any information has been changed on a client log.
Important: Only the PPS System Administrator will have access to the Audit.
Section 1 - The Audit Viewer
In the first box, there are filter options that will allow you to narrow down the results in searches to find particular changes.
Client - If you're looking for changes regarding a particular client then select them here using the Search function.
Date from/Date to - Enter a date range to narrow down your audit results. The range entered here should fall within the audit file you've chosen to search.
Time from/Time to - Choose a time range to populate results for changes only made to the system at certain times.
User - If you want to just find changes made by a particular user of your PPS system then enter their initials here. These are the initials set up via Tools > Set Up Practitioners and System Users.
Table - PPS data is sorted in categories. Selecting a specific category will bring through results of relevant data. For example:
users - will show you when a user has logged in or if anything has been changed or removed form their user profile.
consultations - will show you when consultation notes have been added, for which client and by which user.
diary - will show you all the information relating to the appointments.
Tip: If you'd like to find out which Table represents a certain part of the system then test this by making a change and then head to the audit viewer and search for the most recent changes to the system. The table your change falls under will be listed in the result for the change you made.
Action - Narrow results down further by only searching for particular types of changes using this dropdown.
Index Key - Everything added to your PPS system is given a unique series of digits which is the Index Key. Enter this here to find all the audit records relating to that item, like the insert record, any modification records or if the record has been deleted. You can find Index Keys in Audit search results.
Section 2 - Understanding Audit Results
Once you've found the entries you're looking for you'll need to understand what the data presented means.
All results matching the criteria you've entered will be listed in the results section below the search options. Each entry listed represents some form of change made. To the right of the list is the View button where you can view the specifics of the audit result, including the specifics of the changes made.
The columns in the Results table to the left of the screen show the following:
Client Name - Where the result relates to a client on your system their name will be displayed here.
Client ID - The client number will be displayed here with the 6 digit registration number of the system that it was created in at the end.
Table - The data table this result belongs to. For example, the table 'diary' relates to the appointment for this client.
Date/Time - The date and time of this particular change to the system.
User - The initials of the user who made this change.
Index Key - The Index Key of this item in the system.
Action - The type of entry, either an insert record, a delete record or an update record.
View - This is the record of specific changes made. Click View to open the full details of that audit record.
Important: If you are a Sync Server user or have multiple PPS systems then each system has its own independent audit. Changes made on a particular system will only show in the audit for that system.