Tracking document history

Audit trails are the access and usage history of Worldox-managed files. Audit history is tracked and saved automatically. You can search (query) that history precisely, and create audit reports.

Note:  The ability to search and view document history is usually reserved for Worldox Managers and Administrators. Decisions on who can access audit features is made within your company. If you have questions on access or rights, please contact your Worldox Administrator.

 For instructions, use the links below.

•       Overview

•       Run an audit query

•       Check history on one file

•       View audited events

•       Print an audit trail report

•       Create a list of audit-referenced files

Overview

Audit trails refer to the traces left behind as documents move and change - who did what in Worldox, with what files. As soon as a document is profiled, Worldox starts tracking events, locations and users associated with that file. Document histories are saved in special Audit databases.

Audit trail history can be viewed (assuming you have access rights)  in two different ways:

•       Running audit queries

•       Accessing per-file history (in effect, a preset audit query for only one file)

Found events list in one of two dialogs - different names but the dialogs look and act the same:

In this dialog,you can

•       View file events to get more information.

•       Print an audit trail report.

•       Output a list of referenced files. This can be helpful in multi-document audit queries. Lists of referenced files can be saved as projects using the Projects document tab.

•       Initiate another audit query.

Worldox Managers and Administrators decide which document events are audited or ignored, by changing audit trail preference settings.

Run an audit query

1. Select Search from the Audit pull-down menu. That opens the Audit > Search dialog:

In the Audit > Search dialog:

2. Select the date or date range in which to search.

1. Click the down arrow to the right of the left-side Events from field to select a start date for the search. Or, you can enter a date in the right-side field, or click down arrow there to select the date from a pop-up calendar.

2. Click the down arrow to the right of the left-side field thru select an end date for the search. Or, you can enter a date in the right-side field, or click the down arrow there to select the date from a pop-up calendar.

3. Identify profile group(s) for your search.

1. Now click Profile Group to open the Select Profile Group dialog.

2. In the Select Profile Group dialog, double-click the profile group within which you want to search, or select the group(s) and click Select in the toolbar.

Note:  If you select more than one profile group, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

4. Identify profile fields/codes to refine the search. (optional)

Note:  Field selections are optional at this point. To search by Doc ID and/or Description only, skip this step; go directly to Step 6.

1. Back in the Audit > Search dialog, click Profile Fields. That opens the Profile Group Field Filters dialog. Here you see the numbered profile fields defined for the profile group(s) selected in Step 3. Values can be selected or entered here to further refine criteria for the audit query. All fields except Profile Group are asterisk-filled as the dialog opens.

Note:  If more than one profile group was selected in Step 3, you would only see the fields that are shared by both (or all) profile groups chosen. If no fields are shared by the groups selected, there are no additional selections to make in the Profile Group Field Filters dialog; the dialog is empty but for the Profile Group button and field.

2. In the Profile Group Field Filters dialog, select or enter field values to refine the search (optional).

•       If you make no changes, that tells Worldox to include every document in the selected profile group(s) in the query.

•       Or, click left-side field buttons to select or enter one or more items for any field used to further target the query in profile field table dialogs.

3. In each profile field table dialog, select a value, then click Select. Or, just type the code into the field to the right of the field button if you know it.

Example:  Here, the user has selected a client in the Client field. If that’s the only selection made in this dialog, the audit query would target all documents in the Firm Client Files profile group, where Client = Pintchik, Nathan (inc.)

4. Click OK when you are done identifying profile field values.

5. Specify document ID/name criteria. (optional)

Back in the Audit > Search dialog:

•       Enter a full document number in the Doc ID field, to target a specific document in the selected profile group(s).

•       OR, enter a full or partial document description in the Description field. You can use quotation marks to specify an exact line of text.

Examples:

•       Entering “Administrative Division” targets only files with that exact Description saved in the document profile.

•       Without quotation marks, typing that same phrase targets any documents containing both words typed in the Description profile field.

Note:  How text search works here depends on how Worldox Search Preferences are set. To check how search works at your site, select Preferences > Worldox from the Edit pull-down menu in the main Worldox window. Then, in the left-side pane of the Edit > Preferences  dialog, click Find Files Options. Check the Default Interword Boolean preference on the right-side list.

6. Identify users of interest.

1. An add/plus sign  button appears just to the left of the Users button. That means actions taken by users selected here will be included in query results. If you would rather exclude certain users - meaning file history from all others could be found in the search - click the remove   button.

2. Click Users. That opens the Select User dialog (a standard dialog in Worldox).

3. In the Select User dialog, highlight (select) the users for whom you want to see document activity (or who you want to exclude), then click Select in the toolbar.

Note:  If you select more than one user, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

7. Identify file events of interest.

1. An add/plus sign  button appears just to the left of the Events button. That means events selected here will be included in the audit query. If you would rather exclude certain events - meaning that all other events could be found in the search - click the remove icon.

2. Click Events. That opens the Events dialog, which lists all the events (file actions) Worldox tracks.  

3. In the  Events dialog, highlight (select) the events you want to find, (or which you want to exclude), then click Select in the toolbar.

Note:  If you select more than one event, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

8. When the Audit > Search form is filled out to your satisfaction, click OK to run the completed query.

The audit query looks for activity on files matching the criteria you just specified.

•       If file activity matching query specifications was found, you see this message.

•       Otherwise, results display in a second Audit > Search dialog.

Next steps

•       View file events to get more information.

•       Print an audit trail report.

•       Output a list of referenced files; these can be saved as projects using the Projects document tab.

•       Run another audit query.

Check history on one file

1. Use the left-side navigation pane, search or other tools to find the worklist you need.

2. Highlight (select)  the file for which you want to see history, then select File from the Audit pull-down menu. Or, right-click on the file and select Audit > File from the right-click menu.

That menu selection starts an audit query on the selected file. The query looks for all activity (excepting events Worldox was instructed to ignore, via Worldox preferences) on the selected file within a pre-set date range. The range is typically 60 days, but may be set otherwise by Managers and Administrators.

•       If no file activity was found in that time frame, you see this message.

•       Otherwise, results display in the Audit > File dialog.

Next steps

•       View file events to get more information.

•       Print an audit trail report.

•       Run another audit query.

View audited events

1. Run an audit query, or check recent history for one file. Found events list in one of two dialogs - different names but the dialogs look and act the same:

2. When search results display in the Audit > File or Audit > Search dialog, scan the list of found events. Highlight (select) the event listings you want to view, then click View in the toolbar. Or, to view a single event, just double click that item.

Note:  If you select more than listing, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

That opens the Audit Record dialog, where you can view details on audited events.

3. If there are multiple event records shown in the Audit Record dialog, use the down arrow and the up arrow buttons to move down and back up the list, from one found event record to the next.

Print an audit trail report

1. Run an audit query, or check recent history for one file. Found events list in one of two dialogs - different names but the dialogs look and act the same:

2. In the Audit > File or Audit > Search dialog, select Print from the Audit pull-down menu. That opens a standard Windows Print dialog, from which you can print the audit report.

Create a list of audit-referenced files

1. Run an audit query, or check recent history for one file. Found events list in one of two dialogs:

2. In the Audit > File or Audit > Search dialog, select Create from the Project pull-down menu. That creates a new worklist containing all files referenced in the audit query results.

You may notice that there are fewer items on the worklist than there were listed In the Audit > File or Audit > Search dialog. If so, that's because the worklist only shows a referenced file once, no matter how many events were reported for that file.

Next steps

•       Once in worklist form, this file list can be bookmarked for fast reference - no need to rerun the audit query.

•       You can also use the Projects document tab to create a project with these referenced files.