12 Monitoring, Customizations and Audit Tools

12.1.1 Enabling Performance Monitoring

Follow this procedure to use performance monitoring:

1. Click Records then Audit from the Top menu. Click Configure then Performance Monitoring.

   The Configure Performance Monitoring Page is displayed.

2. Select the items to monitor and the time intervals for reports and alerts.

3. Click Submit Update when done.

12.1.2 Checking Performance Results

After enabling performance monitoring, current performance information can be checked using this procedure:

1. Click Records then Audit then Performance Monitoring from the Top menu.

   The Performance Processing Results Page is displayed.

2. Choose the type of information to view by clicking the tab at the top of the body section of the page:

   • Performance Processing: this page contains a summary of requests processed, total items processed, total number of queries run, total time to run queries, total time to validate data, total service request parse time and total service request time per each external source. Averages for these are also included.

   • Report by Batch: this page contains a summary of batches/items pending, processed, and failed with a total for each source. If an item has failed, a batch file is created that can be re-run. Click on any value in a column to display a page showing details about that item and to access the option to re-run the batch.

   • Report by Item: this page contains the details per batch for a particular source, status or batch type as well as totals. The detail page for the item contains the batch type, start time, completed time, elapsed time, and number of items processed for each batch.

12.1.3 Viewing Performance Alerts and Details

If any performance activites exceed the limits set on the Configure Performance Monitoring Page, a Performance Monitoring Alert Message is displayed automatically when you log in to the system.

Click any link on the Performance Monitoring Alert Message to see details about the specific alert. For example, the Monitoring Details Page is displayed when the first alert message is clicked. Click any link to display details about the specific items that caused the alert.

12.2.1 Creating or Editing Scripts

Follow this procedure to set up a custom script. Use the same procedure for both types of scripts.

1. Click Records then Configure from the Top menu. Click Security then Custom Scripts.

   The Configure Custom Script Page is displayed. Select the type of script to use (Notification or Security) by clicking the tab for the script type. To edit an existing script, select Edit from the existing script's Action menu. To add a script, click Add or select Edit on the Custom Script Information Page.

2. The Create or Edit Custom Script Page is displayed.

3. Add or edit the name for the script.

4. Add or edit the description for the script (optional).

5. Add or edit the Idoc code for the script. Note that the code is not verified for accuracy.

6. When finished adding a new script, click Create. When editing a script, click Submit Update. To reset the page without saving, click Reset.

12.2.2 Deleting a Custom Script

Follow this procedure to delete a custom script. Use the same procedure for both types of scripts.

1. Click Records then Configure from the Top menu. Click Security then Custom Scripts.

   The Configure Custom Script Page is displayed. Select the type of script for deletion by clicking the tab for either a Notification or a Security script.

2. To delete the script, click the box next to the script name and click Delete or select Delete Script from the script's Action menu. You can also click Delete on the Custom Script Information Page.

12.2.3 Viewing Script Information

Follow this procedure to view a script's information:

1. Click Records then Configure from the Top menu. Click Security then Custom Scripts.

   The Configure Custom Script Page is displayed. Select the script for viewing by clicking the tab for either a Notification or a Security script.

2. To view the script information, click the script name or select Script Information from the script's Action menu.

   The Custom Script Information Page is displayed.

12.3.1 Configuring the Audit Trail

The configuration on the Configure Audit Page determines the administrator and user actions recorded for an audit trail.

To configure an audit trail, complete the following steps:

1. Click Records then Audit from the Top menu. Click Configure then Audit Trail.

   The Configure Audit Page is displayed.

2. Select the boxes for the actions to audit for each entity.

3. Click Submit Update. A message indicates configuring the audit was successful. The next time the audit trail is generated, the trail reflects the chosen selections.

4. Click OK. The Configure Audit Page is displayed again with the updated settings.

   Caution:

   If actions are deselected for objects, the actions are not captured by the audit trail. It is recommended you leave all settings selected and use the Search Audit Trail Page to narrow down searches of the audit trail. If transactions are heavy and the audit log grows too large too fast, you might want to consider turning off capturing browsing actions to manage the audit trail size.

12.3.2 Specifying Metadata Fields to Audit

Use this procedure to specify which metadata fields should be included in the audit trail.

1. Click Records then Audit from the Top menu. Click Configure then Audit Fields.

   The Audit Fields Page is displayed.

2. Select the boxes for the metadata field to include in the audit trail.

3. Click Submit Update when done.

Any changes take effect immediately without restarting the system.

12.3.3 Searching within the Audit Trail

Use this procedure to further refine a search within the current audit trail. For example, you can search for all delete actions, or all delete actions by a particular user, or all actions by a particular user, and so on. To search within archived audit trails, see "Searching an Archived Audit Trail".

1. Click Records then Audit from the Top menu. Click Search Audit Trail.

   The Search Audit Trail Page is displayed.

2. Make the selections to narrow the search. As much or as little detail can be included. To adjust the scope (narrow or widen) of the search, use the Boolean operators before each field.

3. Click Search. The search results are displayed in the format specified by the Report Format setting on the Configure Report Settings Page.

12.3.4 Setting Default Metadata for Checking In Audit Trails

Setting the default metadata is useful for setting similar check-in attributes. You must set the default metadata before checking in an audit trail for the first time. This is a required step during the setup of the software.

To set the default metadata for checking in and archiving a portion of the audit trail, complete the following steps:

1. Click Records then Audit from the Top menu. Click Checked-in Audit Entries.

   The Checked-in Audit Entries Page is displayed.

2. Click the Default Metadata for Checked-In Audit Entries link.

   The Default Metadata for Checked-In Audit Entries Page is displayed.

3. Make selections reflecting the metadata most commonly used when checking in an archived audit trail. When finished, click Submit Update. A message is displayed saying the default metadata has been updated successfully.

4. Click OK.

12.3.5 Checking In and Archiving the Audit Trail

A user must have performed at least one action while logged into the system to generate an audit trail entry. If an empty audit trail is submitted for checkin, a message is displayed indicating there are no entries in the audit trail. Before checking in an audit trail for the first time, set the default metadata for the check-in (see "Setting Default Metadata for Checking In Audit Trails").

1. Click Records then Audit from the Top menu. Click Checked-in Audit Entries.

   The Checked-in Audit Entries Page is displayed.

2. In the Check In Audit Entries area, specify the date and time to cut off the audit trail in the Date box, and click Archive.

3. The check-in confirmation page is displayed. The content ID of the checked-in audit trail is AUDITLOGARCHIVE. Every time it is checked in, a new revision is generated.

4. Click Content Info to view the information about the archived audit log. The Content Information Page is displayed. To view the audit log just checked in, click the Web Location or the Native File in the Links area of the content information page.

12.3.6 Searching an Archived Audit Trail

Use this procedure to search for all checked in and archived audit trails.

Prerequisites

• "Checking In and Archiving the Audit Trail"

  Permissions:

  The Admin.Audit right is required to perform this action. This right is assigned by default to the Records Administrator role.

1. Click Records then Audit from the Top menu. Click Checked-in Audit Entries.

   The Checked-in Audit Entries Page is displayed.

2. Click Search Audit Entries. The results of the search are displayed in the search results page. From the search results page, click options in the Query Actions list to:

   • search within the results

   • save the search

12.3.7 Viewing an Archived Audit Trail

Use this procedure to view an archived audit trail for which you have searched.

Prerequisites

• "Searching an Archived Audit Trail"

To view an archived audit log from the search results page, do one of the following:

• click the ID (quickest method)

• click the information icon then click the PDF links on the content information page.

12.3.8 Creating an Audit Trail Report

An audit trail report is automatically generated in the format specified by the Report Format setting on the Configure Report Settings Page. If the generated file is in PDF format, Adobe Acrobat version 6.0 or later is required to view it.

The following is a sample audit trail report.