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Veracross tracks user and system made changes to data including changes to people, households, organizations, applications, as well as all academic information (grades, enrollments, etc.). This can be helpful to track down when changes were made to data, what the changes were, and by whom they were made.
The transaction (or audit) log may be accessed from two places:
- The “Audit Log” link on a detail screen. This will display the changes relevant to the particular record.
- The “Find Audit Log Records” query in the General column of the System homepage. SysAdmin_1, SysAdmin_2, or Admissions_1 permission is required.
Query Design and Results
To run a transaction log query, click “Find Audit Log Records” on the System homepage.
General Query Template Category
|Update Date||By default, the “Update Date” field is set to “is on or after (today).” There are hundreds of thousands of transactions logs — sometimes more — so it is recommended that you only search for relatively narrow date ranges to ensure a reasonable query runtime.|
|Update Date (Local)||The local time (at the school) the update was made.|
|Update User||The user who made the update. If the update was made by the system, one of several system usernames will appear: vc_system, dbo, vc.web are the most common.|
|Table Name||The name of the table in the database.|
|Update Machine||The name of the computer (set in its own sharing settings) that made the update.|
|Update Application||The application used to make the update, such as Axiom or Admission Portal.|
|Record ID||The internal ID of the record that was updated.|
|Description||Description of the record, which will vary by type.|
|Field Updated||The name of the field that was updated.|
|Old Value and New Value||The old and new values of the fields.|
Household/Person Query Template Category
The first three fields below pertain to the information being updated, and the fourth field (User Roles) pertain to the user making the update.
|Person Role||If there are changes to the following tables, the role of the person being updated is displayed:|
|Household/ Person Roles||Displays all household member roles if the updated table is Household or all person roles if the updated table is Person.|
|Person Graduation Year||Displays the graduation year if the record is updated on the Person table for an alumni or former student.|
|User Roles||Displays all person roles for the update user.|
On the query results screen, the “Description” field will be linked if applicable, e.g., if a Person record is updated, the name will be linked to the Person detail screen. Click the “Transaction Log ID” to view the Transaction detail screen.
The detail screen presents the same information as the results grid, but adds a “New Value (Memo)” field to more easily view multi-line updates.