Overview
The 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.
Createidentifies when the system creates a brand new record.Destroyidentifies when the system deletes a record.Setidentifies a change to an existing record.
Example: A change in marital status or adding/ removing an address.
Addidentifies when the system links two records.
Example: The system links an existing user to an account as its beneficiary.
Removeidentifies when the system unlinks two records.
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. 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.
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.
Main Tab
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.
A. Change Date: This field is actually made up of two fields: Start Date and End Date. You can type a date in MM/dd/yyyy format. You can also select a date by clicking the calendar icon next to each of the date fields.
Tip: It is better to have Start and End dates that are close together to reduce the number of search results.
B. Object Type: Select the category of change. The categories that you audit are set in the Objects Audited tab.
Note: 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.
D. User Name: Click into this field to see a list of available jCore users to select from.
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.
Note: 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.
Tip: Selections you make are not cumulative. Each time you click OK, the system will replace the names in the User Name field with the newly selected name(s).
G. New Objects Only: Selecting this check box will bring only results with the Create Object Type.
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 All, you cannot make a selection in this field.
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.
Example: Typing Ohio in the New Value field would display a list of all fields that were updated to Ohio within your specified date range. This includes changes to previously empty fields.
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.
Objects Audited Tab
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 Yes, the system will display objects that are set to capture changes made automatically via data sync. No means that these types of changes are not tracked.
C. Client Importer Changes: When this filter is set to Yes, the system will display objects that are set to capture changes made using the jCore Importer module. No means that these types of changes are not tracked.
D. UI Changes: When this filter is set to Yes, the system will display objects that are set to capture manual changes made by a user directly in jCore. No means that these types of changes are not tracked.
Setup Tab
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.
Attention: Resolve Pointers to Data Values only functions for results with the Change Type = Add or Remove.
Audience: Compliance Team and Auditors