Use logs

Prerequisites: To access the use logs, you must have the USERADM access code, and have the use logs recording enabled for your organization.

You can view the use logs for WorkZone cases, documents, or contacts to track who has accessed an item, when and how (the search criteria), and export this information to Excel for further processing.

You can set up additional use logs settings (such as to start and stop recording the use logs, minimize the log level, and run the use log consolidation) on the Use log settings page (this requires the USELOGADM access code). See Use logs settings.

  1. On the start page, click Logs.
  2. Select the Use logs tab. A list of existing use logs is displayed, providing accessed item's ID, type and system key, name and number of the user who has accessed the item, access date and time, user action, application and IP used for access, and search criteria.

    3. By default, the use log will show entries from the latest 30 calendar days, with the most recent entries displayed first. You can sort or filter the displayed use logs in the same way as any other lists. See Filter a list by values and Sort a list.

    When filtering logs by Time, you can specify not only date, but also time parameters, to see log entries within specific hours.

Column Description
Time Date and time that the user executed the action logged in the Action column.
User name User who executed the action.
Action

Actions executed by the user:

  • I - Insert - an entity, for example a case, has been created.
  • D - Delete - an entity, for example a contact, has been deleted.
  • U - Update - an entity has been edited.
  • S - Search - a search has been executed.
  • V - Search Parameter - the search criteria used in the search.
  • L - Lock - a record has been locked, archived or terminated.
  • P - Print - a report has been printed.
  • M - Mail - an e-mail has been sent with a file or summary.
Register The register or table where the action was executed. This column may also show #document for actions I, U, and S. This indicates that the user has created, updated, or searched for a document.
Key The user key is the ID displayed for the user, for example, in WorkZone Client. While the system key for a case for instance could be 2740730, the user key of the same case could be 2015-10-0018. In WorkZone Client and Captia Web Client, the user key is called Case Number.
System key The system key of a case could, for example, be 2740730, while the case number of the case could be 2006-10-0018.
Search criteria The string of search criteria (the search expression).
IP IP from which the action was executed.
Application The application where the action was executed. For example, SomAspNet - captia (Captia Web Client) or WebDaV (WorkZone Explorer).
ID Use log ID
User number A system-generated number that identifies the user. It is automatically assigned to the user when the user is created (that is, when the user is replicated from Active Directory to the WorkZone database).

Note: The maximum number of rows to export to Excel is 1048576. If you exceed this number, filter the displayed log results to reduce the number of rows to export.

  1. On the start page, click Logs.
  2. Select the Use logs tab.
  3. At the right bottom corner, click . The displayed logs will be exported to an Excel file.
  4. Select the needed action (Open, Save or Cancel) for the exported Excel file.
  5. Proceed with the Excel file as needed.