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Introduction

Every operation on each OpenSpecimen object of add, edit, or delete is audited. Each audit log contains the following information:

  1. User 

  2. Object

  3. IP Address

  4. Date and time

  5. user institute

In earlier versions, we frequently faced problems such as users attempting to export multiple audit logs at once, exporting audits without setting a specific interval, which led to system slowdowns, and other similar issues. These issues have been resolved with version 11.x.

With the new features allowing audits to be exported for a specific record type, enforcing user to define audit interval, prohibit multiple audit log export at a time, we anticipate significantly reduced strain on the servers.

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titleSteps to download all objects audit data

Steps to download all objects audit data

  1. User institute

To access the audit reports:

Login into OpenSpecimen; from the home screen, click

...

‘Extras'→'Audit Logs'

...

...

In the provided form, fill in all necessary information and Export

v11.x onwards

image-20240422-061025.pngImage RemovedOnly one audit report to be generated at any point in time across. If the user tries to initialize another then, it will give up with the error "Audit report generation is already in progress. Only
Info
Info

Notes:

  • Since generating audit logs can be resource-intensive, only one audit report can be generated at a

time. Please retry after some

  • time

. (AUDIT_REPORT_GEN_IN_PROGRESS)

  • .

"

Before v11.x

Image Removed

  • Once the data for all four fields are selected, click on 'Export'

  • If the export finishes within 30 seconds, the file is downloaded from the user interface immediately. Else a message is displayed "Audit report generation is taking longer time to finish. The link to download the report will be sent to you by e-mail". The super admin user receives an email with the link.

  • In the below screenshot, user 'Neha Nimgire' is the super admin user who has exported the audit report for the user 'Harshita'

Image Removed

  • The system will export a ZIP file containing the audit logs.

Exporting audit of specific object data

From version v11.x the 'exporting audit of specific object data' is introduced. This is to prevent database overload happening previously due to the broad range of audit exports.

A user can use a Query module to find out the object Identifier. e.g., participant id, visit id, specimen id, etc. in query output.

Expand
titleExporting audit of specific object data steps

Audit of ‘Core Records’

To export any updates made in

  • The report is emailed if it takes more than 30 seconds to generate.

  • The maximum number of days for which audit logs can be generated is configured in the Settings tab.

  • Generating audit logs frequently and for a broad range of dates can slow the system down.

  • Audit logs should be generated only during off-peak hours.

Super Administrators can download one or more of the following types of audit reports:

  1. Data revisions (includes forms)

  2. Query audit log

  3. Successful and failed logins

  4. API logs

Steps to download all objects audit data

Expand
titleSteps to download all objects audit data

Click ‘Extras'→'Audit Logs'

image-20240422-061025.pngImage Added

  • Click on 'Export' after entering the necessary information.

Exporting Data Records

You can export audit records only for core objects e.g.,

...

participant, visit, specimen, distribution, orders, containers, etc.

...

Record Type: From the audit logs page, switch the record types.
A. Core Data: To get any core objects revisions
B. Forms: Forms revision details.
C. Forms Data: To get forms data revisions.

...

Records: Select the record that you want to check the audit.

...

From v11.x onwards, you can also shortlist the identifiers of the objects you are interested in. E.g. participant ids “123,343”.

Expand
titleSteps to export data

  1. Click ‘Extras'→'Audit Logs'

  2. Record Type: Select “Core Records”

  3. Records (optional): Select the object. E.g., participant. Leaving blank will export all records.

  4. Records IDs (optional): Comma-separated values of record IDs. Leaving blank will export all records.

  5. Report Interval (Mandatory): Period of the report that you intend to export from date — to dateStart date and end date. The range has to be less than the maximum period configured in Settings.

  6. Audited User (Optional): User for which you are going to export the audit log. (If you didn’t mention the user, it exports for to be audited. Leaving blank will export all users.)

image-20240422-065224.png

Audit of ‘Forms’ Definition

To export any changes made in to the formsA. Switch to ‘Forms’ tab.
B. Select single or multiple forms from the Forms dropdown.
C. form definition.

  1. Click ‘Extras'→'Audit Logs'

  2. Record Type: Select “Forms”

  3. Enter dates and user and click on export.

image-20240422-071521.png

Audit of ‘Forms Records’

To export any changes made in the filled in form at any levelA. Switch to ‘Form Records’
B. Select single or multiple forms from the ‘Forms’ dropdown.
C. Enter ‘Record IDs’ that audit logs for form data.

  1. Click ‘Extras'→'Audit Logs'

  2. Record Type: Select “Form Records”

  3. Forms (mandatory): Select the form for which you want to export the audit.

D. Enter start

  1. Records IDs (optional): Comma-separated values of form record IDs. Leaving blank will export all records.

  2. Report Interval (Mandatory): Start date and end date

and user details. Click on export.image-20240422-072218.pngImage Removed

Exporting audit logs before 11.x

You can export any number of days of the audit report. Go to Navigate To → Settings → Search "audit report period". Add the number of days that you want to export the data (system uses 90 days if unspecified).

...

  1. . The range has to be less than the maximum period configured in Settings.

  2. Audited User (Optional): User to be audited. Leaving blank will export all users.

  3. Click on Export.

image-20240422-072218.pngImage Added

How to find old vs new values?

The ‘Change Log' column contains the object's revisions. To find an object's old vs. new value, export the audit log for the data range you are looking for and filter the Excel for the object’s identifier. This will give you all the revisions for that date range for that object.

...