How can I view an audit trail of user changes to system entries?

Question

How can I view an audit trail of user changes to system entries?

Answer

Background
System administrators might need to view an audit trail of user changes to system entries for at least two use cases:

1. Single User Edits
   A single user creates an entry (e.g. time entry, expense entry, etc.) and later modifies that entry. 
2. Multi-User Edits
   One user creates an entry and another user later modifies it. 

The audit trail report allows you view both types of changes.

Running the Audit Trail Report
The Audit Trail Report will display modifications to entries by any user. The report shows who modified the entry and date/time stamp of the change. You can filter the report to display audit trail data for a specific Employee and Event Types.

To Run the Audit Trail Report:

1. Navigate to the Reports tab
2. Scroll down to the System Reports section
3. Click on Audit Trail Report and it will run by default showing data for today.
4. Then set filter values on the upper left:
   • Date
   • Employee
   • Event Type Filter

Create a Custom Audit Trail Report to Preset Filters

The disadvantage of running the standard template report is that it includes all audit trail data and is unfiltered. This is somewhat like getting a drink from a fire hose. 

Instead, you can create custom versions with filter presets so it returns only the data you need.

Creating a Custom Audit Trail Report

To create a custom audit trail report:

Click on the plus (+) button of the Audit Trail Report row

Configure the custom report as you need:

• Create a unique report Name, e.g. "Time Entry Audit Trail Report - Yesterday"
• Preset the Reporting Period for Yesterday, Last Seven Days, etc.
• Preset the System Event Type(s) you want to include. For the entry audit trail you can include:
  • Timesheets and time entries
  • Expense sheets and expense entries
  • Materials, equipment, and production sheets and entries.
  • Log sheets and log entries

Employee and User Entries Audit Trail. 
In Pacific Timesheet, when employee create and modify their own entries the audit trail report their name in the Employee column will match the employee name in the entry description.   When an employee entry is created and modified by a foreman or superintendent (a timekeeper user) on the crew timesheet, the name in the Employee column will be the timekeeper's name. The name in the description column will be the employee's name.