Table of Contents

Interpreting the Audit Report

Niamh Ferns Updated by Niamh Ferns

There are several audit reports that you can generate in Prompt. The majority of these can be found under the Reports tab on the top right side of the Prompt UI:

In addition to this, you can generate a full audit report from a document's history tab:

Audit Report Reference

Field

Purpose

Display Code

The value entered into the user's Display Code under Admin > Manage Users.

Display Name

The value entered into the user's Display Name under Admin > Manage Users.

IP Address

The IP address used during the activity. This can help identify whether the activity originated from outside your organisation's network.

Log Date Time

The date and time the activity occurred.

Event Type

The activity performed within Prompt.

Examples include:

  • Downloaded
  • InformationAccessed
  • CheckedOut
  • CheckedIn
  • Approved
  • Activated
  • UserConnected
  • UserDisconnected

Status

The workflow status associated with the event where applicable.

Organisation

The organisation of the user performing the activity.

Document Number

The unique identifier assigned when the document was created.

Document Version

The version involved in the event. Administrative users may work on unpublished versions while general users continue downloading the currently published version.

Document Title

The unique title assigned to the document.

Department

Department assigned to the document.

Section

Section assigned to the document.

Document Type

Document classification assigned within Prompt.

Change Comment

Any comment entered by the user during workflow activities such as approvals or check-ins. If blank, the associated event does not support comments.

Understanding Event Types

The audit report records many different events.

Event

Purpose

InformationAccessed

Viewing the document metadata via the information tab.

Downloaded

The published document has been downloaded.

Activated

The document has been published.

CheckedOut

The document has been checked out for editing.

CheckedIn

The document has been checked in, and edits have been submitted.

Approved

A document has received its final approval prior to publishing.

ApprovalProgressed

A document has passed one of its approval stages in a multi-stage approval process.

UserConnected

A user has joined a draft or review session for a document.

UserDisconnected

A user has left a draft or review session for a document.

DocumentSaved

Work on a document has been saved during a draft or review session.

SubmissionSubmitted

The document has completed the submissions stage.

ReviewSubmitted

The document has completed the review stage.

NameChanged

A document has been renamed.

Reassigned

A document's position in the Prompt heirarchy has been updated.

Log Conventions

These events collectively provide a detailed audit trail of document lifecycle activity. When reading rows within audit reports where Display Code and Display Name are blank, the report is not indicating an unknown user. Instead, the values from the previous populated row continue to apply. This is simply a report formatting convention used to reduce repeated values.

Identifying External Organisations within an audit reports external activity can generally be identified through:

  • An unrecognised Display Name
  • An unrecognised Display Code
  • An IP Address that is outside your organisation's whitelist

How did we do?

Why am I getting an expired error when I link a Prompt document?

Audit - Full audit does not show full history of document

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