Using the Audit Data Explorer 

Performing an Audit:

  1. To open the Audit Data Explorer go to Navigator | Tools | Auditing.
  2. In the Audit Tables pane, select the tables that you want to audit.
  3. For each table being audited, select the types of changes that you want to audit. You can choose from:
    • Inserts which include new information added to the system/database
    • Updates which include alterations made to existing information on the system/database
    • Deletes which include information that has been removed from the system/database.
  4. In the Columns tab below the main pane select the columns on the chosen table that you would like to Audit or Capture. These two functions work in conjunction to give you an overall picture of changes made to a table:
    • Audit is used to record if the data in the selected column on the table has changed in any way
    • Capture is used to capture the data in a column (whether or not the column has changed), but only if an audited column has changed. There is usually at least one Capture column for each table. The Capture column identifies which record has changed.
      ClosedFor example:

      If you run an audit on the Employee table and are specifically auditing the taxfileno and hireddate columns to see if changes have been made, you would need to capture the Empno column so that you could identify which employee had changed. If you didn’t capture the Empno column, you would only have the old and new values of the taxfileno in the audit log which would make it difficult to identify the employee that had changed.

    • A Lookup column is used to return information from a Related Table that identifies the record that has changed. HR3pay comes with pre-defined entries for most of the Lookups that will be required. Lookups are used in both the Audit and Capture functions to look up an alternative or more relevant form of the data. There are a variety of predefined Lookups in the system, however you can also define your own lookup for a particular table by clicking on the NEW button.
      • ClosedFor example:

      If you run an audit on the Employee Banking table and would like to audit the Bank State Branch and Account Number columns to see if changes have been made, you would need to capture the employee_details_id and bankstatebranch_id columns so that you could identify which employees bank details had changed, as well as the BSB that had changed (an employee can have multiple bank accounts). As these id’s are used by HR3pay internally and are meaningless to a user, HR3pay has pre-defined the relevant lookups so that the audit log will show the Empno and BSB columns respectively.

  5. In the New Lookup screen complete the following details as required:
    6. Field Explanation
    Audit Table This will be automatically generated by the system depending on the Table you have selected in the Audit Tables pane.
    Audit Column Select the column that you want to create a lookup for from the drop-down list.
    Related Table Select the table from which you want to draw the lookup information.
    Related Column Select the column from which you want to draw the lookup information.
    Return Column Identify the column in which you want the lookup information returned
    Lookup name Create a Lookup name to identify this particular lookup.
  6. Click OK
  7. To run the audit, click the Build Triggers button on the left.
  8. To view the results of the audit event, you will first need to make a change to one of the tables being audited. You can then open the Audit Explorer and click Log Viewer.
  9. You can filter the results in the Log Viewer by:
  • Table
  • Column
  • HR3 User Name
  • Date/Time
  • Type of event (Insert, Update or Delete.)

You can also limit the number of results you want the log viewer to display.

To view further information about a particular audit entry, select the entry and click on the SHOW button in the Details panel. This will provide you with information about the alteration that was made to the data, when it occurred, where in the database it was made and who made the change.

If the HR3 User Name column is blank or the Application shows as Unknown, that change has been made behind the scenes in the database itself as opposed to in the payroll system. To check who made the change use the information in the UserName and Workstation columns.

Deleting Log Entries:

To delete log entries you must be logged in within HR3pay using the Administrator login code.

  1. Click Clear Log Entries.
  2. Select a Date and Time range.
  3. If you want to delete all entries within that range, click Clear Selected Entries.
  4. Alternately you can specify entries by selecting their type from the list of Insert, Update and Delete and then clicking Clear Selected Entries.
    AND/OR:
  5. You can specify entries by selecting the table for which you want to delete entries and then clicking Clear Selected Entries.