Introduction
Every operation on each OpenSpecimen object of add, edit, or delete is audited. Each audit log contains the following information:
User
Object
IP Address
Date and time
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.
Steps to download all objects audit data
Login into OpenSpecimen; from the home screen, click on ‘Extras'→'Audit Logs' → 'All’.
In the provided form, fill in all necessary information and Export
v11.x onwards
Only 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 one audit report can be generated at a time. Please retry after some time. (AUDIT_REPORT_GEN_IN_PROGRESS)."
Before v11.x
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'
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.
Audit of ‘Core Records’
To export any updates made in 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.
Records IDs: Specify the comma separated values of record ID’s that you would like to export. If no ID is mentioned, system will export across all record IDs
Report Interval (Mandatory): Period of the report that you intend to export from date — to date.
Audited User: User for which you are going to export the audit log. (If you didn’t mention the user, it exports for all users.)
Audit of ‘Forms’
To export any changes made in the forms
A. Switch to ‘Forms’ tab.
B. Select single or multiple forms from the Forms dropdown.
C. Enter dates and user and click on export.
Audit of ‘Forms Records’
To export any changes made in the filled in form at any level
A. Switch to ‘Form Records’
B. Select single or multiple forms from the ‘Forms’ dropdown.
C. Enter ‘Record IDs’ that you want to export.
D. Enter start and end date and user details. Click on export.
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).
The audit report ZIP file contains the following reports:
1. Login activity report
2. Password changes
3. Query audit logs
4. Form metadata changes
5. Form data changes
6. Core object/record changes
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.
For example, if PPID is updated, the change log will be displayed as below:
