Overview
In BQE CORE, the Audit Trail feature provides an essential tool for tracking and managing changes to critical data within the software. This feature records and displays a detailed history of significant changes made to key records such as time entries, expense entries, invoices, payments, etc. The Audit Trail is an audit trail database feature that records all additions, updates, and deletions to your CORE database, including what changes are made, who made them and when (date/time) they were made.
Audit Trail documents when a user enters new data, edits existing data, deletes data and performs any other functions affecting the data. It provides accountability, deters users from fraudulent activities or mistakes, and tracks transaction history. Click to watch this video on checking audit trail in BQE CORE.
Note: This feature is only available to CORE users with a CORE Accounting subscription assigned as an owner/administrator.
How To
Field Descriptions
| Field Name | Field Description |
| Settings > Audit Trail > | |
| User | This is the user who performed the action. CORE allows you to filter the audit history by the user. Selecting a specific user displays only the records updated by that user. |
| Period | The period for which you want to view the audit trail. You can choose Day, Week, Year, Custom, etc. The next field, From and To, works in combination with this field to determine what range of entries are displayed. |
| From and To | You can select any date within the specified period for which you want to display the audit trail. You can view a maximum of 25 records on each page. |
| Date | Displays the system (computer) date and timestamp when an action was taken in CORE. |
| Updated By | Displays the name of the user who performed the update/edit action. |
| Type | Name of the CORE module or screen where an action was taken such as Invoices, Payments, etc. |
| Action | The action or function that has been performed in the CORE module such as Create, Delete, Edit, Update, etc. |
| ID/Ref Number | CORE automatically generates a globally unique identifier (GUID) for records without a unique ID. This GUID is a clickable link that directs you to the record associated with the entry. |
View Audit Trail
CORE allows you to track all key actions taken by users. You can view actions, know who performed them, and when someone performed them. You can view the audit trail from this screen as well as from the respective screens via their row-action menu and detail view Actions menu.
To view audit trail, watch this video or follow these steps:
- Open the Audit Trail screen from the side menu > Settings.
- Choose a module name, say Invoices, from the Show option at the top. By default, All is selected.
- Select the User and Period (for example, This Year) for the history. All the audit trail details display on the grid. Check Field Descriptions above for details.
- Date
- Updated By
- Type
- Action
- ID/Ref Number
- Click Preview on a row to view the details behind the record, including financial details.
Sync Records
You can use the Sync Now feature to manually synchronize data changes across different screens.
To sync records, watch this video or follow these steps:
- Open the Audit Trail screen from the side menu > Settings.
- In the list view, click
to sync recent records. Typically, records are synced automatically every 12 hours.
Export Records
You can export Audit Trail data to the Comma Separated Values file format. CORE exports data from all available columns and not just the columns visible in the grid.
To export records to a .CSV file, watch this video or follow these steps:
- Open the Audit Trail screen from the side menu > Settings.
- In the list view, click Actions > Export.
- A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.
You can also check the detailed video on exporting data in CORE.
Mark Screen as Favorite
You can mark or flag the most-often used and important screens in CORE as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in CORE from User Settings.
To mark this screen as your favorite, watch this video or follow these steps:
- Open the Audit Trail screen from the side menu > Settings.
- Click
on the top-right of the screen or panel.
- You can access that screen from the side menu under Favorites.
You can also check the detailed video on marking screens as favorite in CORE.