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

Accessing Audit Reports

This feature is available only to users with roles Super Administrators and Institute Administrators.

Login into OpenSpecimen; from the home screen, click ‘Extras'→'Audit Logs'

Notes:

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

Data revisions (includes forms)
Query audit log
Successful and failed logins
API logs

Steps to download all objects audit data

Click ‘Extras'→'Audit Logs'

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

For single records (participants, visits, specimens, etc.):

Navigate to the Overview page.
The Identifier is present in the URL (e.g., for Specimen ‘A001.3’, the identifier is 208720)

For multiple records:

Use the Query module
Create a Query and add the information you have on hand, such as PPIDs of a participant, specimen labels, container name, etc.
Include the Identifier in the columns view.

Click ‘Extras'→'Audit Logs'
Record Type: Select “Core Records”
Records (optional): Select the object. E.g., participant. Leaving blank will export all records.
Records IDs (optional): Comma-separated values of record IDs. Leaving blank will export all records.
Report Interval (Mandatory): Start date and end date. The range has to be less than the maximum period configured in Settings.
Audited User (Optional): User to be audited. Leaving blank will export all users.

Audit of ‘Forms’ Definition

To export any changes made to the custom form definition.

Click ‘Extras'→'Audit Logs'
Record Type: Select “Forms”
Enter dates and user and click on export.

Audit of ‘Forms Records’

To export audit logs for custom form data.

Click ‘Extras'→'Audit Logs'
Record Type: Select “Form Records”
Forms (mandatory): Select the form for which you want to export the audit.
Records IDs (optional): Comma-separated values of form record IDs. Leaving blank will export all records.
Report Interval (Mandatory): Start date and end date. The range has to be less than the maximum period configured in Settings.
Audited User (Optional): User to be audited. Leaving blank will export all users.
Click on Export.

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:

Screen Shot 2024-03-18 at 7.05.21 PM-20240318-133526.png