This guide is intended for PPS users who have received an export of their PPS audit.
The spreadsheet you have received includes all of the most recent audit entries that were not restored to your PPS database after the recent server issues. During this incident PPS systems were restored using older backups initially, and once data was retrieved it was merged back into the database. Some of these records failed to merge, and these are identified in your spreadsheet.
The PPS audit records all additions, updates, and activity on your PPS database, so this export will allow you to see the most recent record of anything that was not successful added to your system after the security incident of November 2018. It's been made available so you can ensure you have the most up to date record of all entries that weren't merged by us, as you may have subsequently re-added those changes yourself.
The spreadsheet will be arranged in the following columns:
A: The client number. If this particular audit record relates to a client in your PPS database then their full client number will be listed here. This full number includes the standard 5-digit client number followed by the "55" registration number of the PPS system the client record was added on.
B: Table name. All PPS data is arranged into tables. For example, all your appointment data lives in a table called APPOINTM. You'll find more details on these table names later in the guide.
C: Type. This lets you know the nature of the change being recorded here. For example, DELETE signals an example of something being deleted from the system. Find more details on the different types of audit entries later in this guide.
D: The date of this audit record, i.e the date this action was performed.
E: The time of this audit record, i.e the time this action was performed.
F: The initials of the user who enacted this entry in the database i.e who made this change.
G: This section lists the content of the record as it was at the time of the change. See further in the guide for more details on this column.
H: The index key of this entry. Each record in PPS has one of these unique numbers associated to it. You can use this number to search for other changes made to this entry in your existing audit, find details of this here.
I: Additional notes on this audit entry and data that was existing for this record beforehand.
J: The sync status of this entry if you sync with other PPS systems. If you have items here marked as PROCESSED then you'll find additional details on this later in the guide.
Column B - Table
Here is a list of the most commonly occurring table classes and what they mean for your audit entries.
ACTIVITY- Activities include emails, SMS, letters, telephone calls, personal actions, labels, and client contact notes. Any new instances of these, or updates to existing will be recorded in the audit under this table.
APPOINTM- This table covers events, blocked slots, and appointments added or updated in your appointments diary.
ATEMPLATE- You'll find updates or additions to your activity templates here.
CHARGES- Where you've added charges or made changes to those that are existing.
CLIENT- Changes to client details or the addition or removal of clients.
CONSULTATION- If a new consultation has been created, an existing one changed or deleted then you'll find it here.
DIARWEEK- This table stores changes to your diary availability
DOCLIB- Document attachments added or updated on client records will be listed under this table.
FORMS- Custom forms being added or updated will be stored in this table.
INVOICE- Invoices added or updated.
MEDHIST- Instances of a client's medical history being modified will be listed here.
PAYHEAD/PAYDET- These two tables store instances of payments being added or modified and being associated to invoices.
STOCKLEVEL- Changes to stock levels.
TREATMENT- New treatment episodes or changes to those existing.
UPROFILE- PPS user actions such as logging in and out or profile changes.
Contact firstname.lastname@example.org if you locate a table name you're unsure of in your spreadsheet.
Column C - Type
The Type column identifies the nature of this particular audit entry. The most frequent types are:
INSERT- This is something new being added to the database. This could be a new appointment, (APPOINTM > INSERT) charge, (CHARGES > INSERT) or consultation (CONSULTATION > INSERT) as a few examples.
DELETE- A record being deleted from the system. This could be a client (CLIENT > DELETE), a consultation (CONSULTATION > DELETE) or a blocked slot (APPOINTM > DELETE) as examples.
UPDATE- An existing record in the database has been changed somehow. This could be a custom form (FORMS > UPDATE)
Contact email@example.com if you're unsure of a type in your data export.
Column G - Record Content
Column G details the main content of the audit record at the time of this audit entry. In the majority of cases, this includes what was changed or added to the system as part of this action. This column provides the most detail of what was done or changed here, allowing you to check the data is up-to-date or re-add information where necessary.
For example, where an appointment has been added or modified you'll see details of it's location, client, diary user, appointment type, etc. Consultation notes you may have recorded will also appear here, they'll look a little strange as they'll be enclosed within styling text. If you copy and paste this elsewhere then it's easy to remove this styling and just get to the plain text which can then be re-input into PPS.
Contact firstname.lastname@example.org should you require any assistance with a particular entry in this column.
Column H - Index Key
This number can help you locate this particular audit entry within your PPS system should you want to check any other changes made to it since the server issue, as you may have already replace this information.
Copy the number and navigate to Tools > Database Maintenance > View Database Audit. If you have permission to access the audit then paste the number into the Index Key field and press Go.
An older entry? If you're searching an older entry and not all records are showing then head to the "Select which Audit file to view" dropdown at the top of the audit and choose "All", your search will take longer but will retrieve all historic results for this index key, going beyond the last time your audit was archived.
Column J - Processed
If you sync with other PPS systems then instances where an entry is marked is PROCESSED it will have synced from this PPS database to your others. Should this record now be missing from your Hosted database the best method to restore it is to locate the record on another system in your sync family, make a small change to it (adding a . for example) will cause it to sync back into the system where it is missing, and you won't need to re-add which can create duplicates.