To perform an audit on an appointment record to see who made a change and when, follow the steps below.
In the Admin Tool, under Maintenance, click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Use the database drop-down and select SelectHR.
Log in with the SQL credentials.
On the SQL tab, copy and paste the following SQL into the SQL Tab:
Select Person.Snapshot.[First Name], Person.Snapshot.Surname, Person.Snapshot.[Appointment Number], Employee.[Appointment History].[Start Date], Employee.[Appointment History].[End Date] From Person.Snapshot Inner Join Employee.[Appointment History] On Person.Snapshot.[Appointment Number] = Employee.[Appointment History].[Appointment Number]
In the bottom half of the window, type the surname of the employee who had the appointment history record changed into the criteria column of the Person.Snapshot.Surname field.
Click the Data tab, and make a note of the appointment number of the changed appointment history record.
To exit the export, click Cancel.
Click Select the data to export.
Use the Database drop-down and select SelectPersist.
Log in with the SQL credentials.
On the SQL tab, copy and paste the following SQL into the SQL Tab:
Select AUDIT.[Object Schema], AUDIT.[Object Name], AUDIT.[Key Number], AUDIT.[Audit Date], AUDIT.Action, [Audit Fields].[Field Name], [Audit Fields].[Is Text], [Audit Fields].[Was Text], [Audit Fields].[Is Date], [Audit Fields].[Was Date], [Audit Fields].[Is Number], [Audit Fields].[Was Number], [Audit Fields].[Is Decimal], [Audit Fields].[Was Decimal], [Audit Fields].[Is Boolean], [Audit Fields].[Was Boolean], Security.Users.[User Name] From AUDIT Inner Join [Audit Fields] On AUDIT.[Audit Number] = [Audit Fields].[Audit Number] Inner Join Security.Users On AUDIT.[User Number] = Security.Users.[User Number] Where AUDIT.[Object Schema] = 'employee' And AUDIT.[Object Name] = 'appointment history'
Click the Query tab, and enter the appointment number noted in Step 7 into the criteria section of the field named AUDIT.[Key Number].
Click the Data tab. The Data tab will now display a list of all changes made to the specific appointment history record. The data is usually sorted by audit date (the date in which the change was made), with the oldest change appearing at the top of the list.
It is possible to see all changes made, who made them and when using this data, which can be exported if necessary.
What does it mean if the user is shown as Administrator?
If the change was made by the Administrator user, then this could mean the change was made as part of a workflow.
To find who would have made the change, you will need to make a note of the date/time that appears in the audit for the field that was changed (leave date for example).
Once you have this, to locate the initiator of the workflow, follow these steps.
In the Admin Tool, under Workflow, click Workflow Log.
On the right, change the Display Entries Between drop downs to match the date you made a note of.
🤓 Tip: Change the bottom date field first when narrowing down the dates to prevent a timeout on the system.
Click Completed on the right.
Search the list of workflows for one that would be relevant to the appointment change. For example, this could be the Leaver Workflow.