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Overview
To access the Audit Monitor, click the Platform tab (1), then click on Audit Monitor (2).
Image AddedThe Audit monitor allows you to identify changes made to records in jCore. The list of changes is archived every two years. This prevents searches from being overwhelming while maintaining the information you need in the event of an audit.
Note: Authorized users may request the archived data from Docupace.Docupace aims to provide the requested files with 48 hours.
jCore tracks five types of changes made to records. The system refers to these as Change Actions. The list below defines each of these actions, alongside an image to help clarify its meaning.
Create
identifies when the system creates a brand new record.Destroy
identifies when the system deletes a record.Set
identifies a change to an existing record.
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Example: A change in marital status or adding/ removing an address. |
Add
identifies when the system links two records.
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Example: The system links an existing user to an account as its beneficiary. |
Remove
identifies when the system unlinks two records.
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Example: The system removes a linked beneficiary from an account. |
Tabs
The Audit monitor has three tabs that work in tandem to generate the list of changes.
There are three ways to modify object:
via UI
via Importer
via Client Importer.
The sections that follow describe each tab in more detail.
The Main tab allows you to search for changes and displays the results in a table format.
The Objects Audited tab allows you to set the types of objects that the system monitors for changes.
The Setup tab allows you to select what kinds of records you want to track as an Add/Remove change.
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What is an Object? An object is a group of related fields. For example, an Address object would contain the street address, city, state, zip, etc. |
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The Audit Monitor’s Main window displays detailed information about the changes: who performed them, what object and field are changed, modification date, action, old and new values, etc. This tab displays a list of audit records that match your selected filters. There are 8 standard fields to use as filters. By default, these fields match the headers in the filtered results table. Image ModifiedA. Change Date: This field is actually made up of two fields: Start Date and End Date. You can type a date in
B. Object Type: Select the category of change. The categories that you audit are set in the Objects Audited tab. Image ModifiedNote: Some Object Types cause the system to display additional fields. These fields allow you to further narrow your results. C. Change Action: Select the type of action you want to see. You can learn more about each action in the Types of Changes section. |
Image Added D. User Name: Click into this field to see a list of available jCore users to select from. |
Image Added E. Employee Monitor Search: Click the magnifying glass icon to open the Employee Monitor. This is useful if you don’t know an employee's name, but have some other information, such as SSN. Image ModifiedNote: Once you have found the correct employee, you must manually enter their name into the User Name field. F. Multi-selection Window: Click the multi-select icon to open the multi-selector window. Hold the Ctrl key and right-click on each user you want to search for at one time, then click OK. The system will add the selected users to the User Name field.
G. New Objects Only: Selecting this check box will bring only results with the H. Resolve Pointers to Data values: This checkbox converts GUID reference strings to the actual values linked with a specific user. This will only affect Add/Remove audit records. I. Changed Field: The selection you make in the Object Type field determines the selections available in this dropdown. Note: If you set the Object Type field to J. Old/New Value: You can search by text in this field. jCore keeps a record of the information contained in a field before and after a change.
K. System ID: Each trade or account has a unique identifier called a system ID. This is also called a GID. L. Filter Button: Clicking this button tells the system to begin searching for audit records based on your filters.
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The Objects Audited tab allows you to set the types of changes that will result in an entry in the Audit monitor. Initially, this tab is blank. Click the Filter button to generate a list of results. You can narrow down these results in four ways: A. Object: Enter text into this field to see a specific object. Clicking the speech bubble icon opens up a menu to filter the results further. B. Importer Changes: When this filter is set to C. Client Importer Changes: When this filter is set to D. UI Changes: When this filter is set to
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The Audit monitor displays these GUID pointers in place of values when someone adds or removes a record in the system. You can tell the system to convert some of these values to readable text by selecting Resolve Pointers to Data Values on the Main tab. You can select the type of information that the system converts in the Setup tab. Image Modified
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Audience: Compliance Team and Auditors
Determine which fields from the created list to audit right now (see the Objects Audited tab). |