Summary
This article describes the management of audits at the question, form and subject level using the audit manager.
Table of Contents
The Audit Manager allows for the management of audits at the question, form and subject level. At the question-level, audits are recorded every time a change is made to the casebook including initial data entry and the alteration of metadata statuses. At the form and casebook level, modifications to any active plans are recorded, as well as the adding or removal of any forms, documents, or whole casebooks. Forms, like questions, will also track any changes to their metadata statuses.
When a tracked change occurs, the audit records the change date, current value, previous value, the name of the person who made the change, and the reason for change.
Access Audit Manager
From within a study, open the Hamburger Menu and then select the desired manager to access the Question Audit Manager, Form Audit Manager, or Subject Audit Manager.
Within the Audit Manager, audits are grouped by question, form and subject. To view a particular set of audits, use the audit type links at the top of Audit Manager. The underlined audit type indicates the audits currently being viewed.
Question Audit Manager
Upon entry into the Question Audit Manager, the user will receive a message “No Results, please use the Filter/Search options to find the data you need”. The user must perform a filter or search to receive the question audit results.
Note: If all Questions Audit results are desired, the user can select the “Reset” button in the Search Box or the “Clear” button in any column and all question audit records will display.
Available Columns and Filter Types
The Audits Manager has many columns that can be dragged and dropped between the Manager and Filter Tables. The values of certain columns also serve as links to the Casebook. The following table defines each column, the actions made available through the column value and the filters and sorts available.
Question Audits
| Name | Value | Action | Sortable | Filters |
|---|---|---|---|---|
| Action | Name of the action that took place | (none) | No | Text |
| Audit Type | Category of audit | (none) | Yes | Choice |
| Changed By | Name of the user who made a change | (none) | Yes | Choice |
| Change Date | Date on which the action was performed | (none) | Yes | Date |
| Deleted Status | Indicates if the audit is associated with an item that is Active or Deleted | (none) | Yes | Choice |
| Form | Name of the form with the audit | (none) | Yes | Text |
| Path | Path to the form | Each form name links to that particular form in the casebook | No | Text |
| Question | The question text for which the query was created and the question’s form path | Links to the question and the forms specified in the form path | No | Text |
| Reason for Change | Reason entered by the user when a change was made to previously answered item | (none) | Yes | Text |
| Site | Name of the Site | (none) | Yes | Choice |
| Subject | Subject Identifier | Links to the subject’s casebook | Yes | Text |
| Visit | Visit name associated with the audit | (none) | No | None |
Form Audits
| Name | Value | Action | Sortable | Filters |
|---|---|---|---|---|
| Action | Name of the action that took place | (none) | No | Text |
| Audit Type | Category of audit | (none) | Yes | Choice |
| Changed By | Name of the user who made a change | (none) | Yes | Choice |
| Change Date | Date on which the action was performed | (none) | Yes | Date |
| Deleted Status | Indicates if the audit is associated with an item that is Active or Deleted | (none) | Yes | Choice |
| Form | Name of the form with the audit | (none) | Yes | Text |
| Path | Path to the form | Each form name links to that particular form in the casebook | No | Text |
| Site | Name of the Site | (none) | Yes | Choice |
| Subject | Subject Identifier | Links to the subject’s casebook | Yes | Text |
| Visit | Visit name associated with the audit | (none) | No | None |
| Reason for Change | Reason entered by the user when a change was made to the form item. | (none) | Yes | Text |
Subject Audits
| Name | Value | Action | Sortable | Filters |
|---|---|---|---|---|
| Action | Name of the action that took place | (none) | No | Text |
| Audit Type | Category of audit | (none) | Yes | Choice |
| Changed By | Name of the user who made a change | (none) | Yes | Choice |
| Change Date | Date on which the action was performed | (none) | Yes | Date |
| Deleted Status | Indicates if the audit is associated with an item that is Active or Deleted | (none) | Yes | Choice |
| Site | Name of the Site | (none) | Yes | Choice |
| Subject | Subject Identifier | Links to the subject’s casebook | Yes | Text |
| Reason for Change | Reason entered by the user when a change was made to the subject. | (none) | Yes | Text |
Reason for Override - Audit Type
The Reason for Override audit type does not occur in the Audits Manager as a filterable column for Question, Form or Subject but exists as an audit type for tracking the expected reason that a dependency which has fired due to its condition being met may be considered unnecessary or overridden.
After a form is saved, the system automatically creates a Reason for Override audit type if the Dependency expression (i.e. the condition for displaying the alert) is met.
Audits of the Reason for Override created by the system will be displayed as follows if default settings are unchanged:
- Reason for Override column:
- When a question value is changed by a dependent question change, the Reason for Override response will populate as ‘Dependents changed’
- Changed By column:
- When a question value is changed, the Changed By response will populate with the name of the user as represented in the system who performed the operation (e.g. data entry) that caused the alert to be displayed
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