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User Activity Log

User Activity Log

Owned by SriGowri Aspari
Last updated: Oct 18, 2024
7 min read

This page allows System Administrators view the activity logs of all users in their organization which include login, logout and the onboarding activity completion events (if any).

Note: This audit is tracked only for the events that are triggered after the enhancement is available. The prior event logs will not be available in this page.

Who can access the User Activity Log page?

System Administrators are the only users who have access to User Activity Log page.

How do you access User Activity Log?

Click on the Menu icon and then scroll down to Reports/Dashboards. Then click on "User Activity Log".

 

 

UserActivityLog-MenuPage-1.png

 

What does User Activity Log consists of?

User Activity Log consists of Search Filter and Activity Log details.

Search Filter

When there are many rows in the Activity Log, this filter can be used to quickly find a specific information. Different search field combinations can be used to get the required report.

The Search Filter includes the following fields:

Field

Description

Field

Description

User ID

This is the unique User ID with which user logs in to access the Smart Onboarding/Smart I-9 processes

Invitation ID

Unique ID of the New Hire invitation

Event Type

The available Event Types are - Login, Logout and Activity Completed

From Date/To Date

Activity Log can be filtered by entering either one of them or both

 

 

 

 

 

 

With no search filters, when clicked on ‘Search’ button, the page displays complete audit data with recent activity on the top.

 

 

 

Activity Log

The Activity Log consists of the following fields.

Field

Description

User ID

This is the unique User ID with which user logs in to access the Smart Onboarding/Smart I-9 processes

IP Address

The actual IP address of the user's system from the browser header/properties are displayed

Date/Time

The date and time of the event logged

Event Type

The available Event Types are - Login, Logout and Activity Completed

Event Details

Displays the following Event Details for each Event Type –

  • Login: Success, Failed, Password Changed, Account Locked

  • Logout: Success (When the user properly signs out of the application by clicking on the ‘Sign Out’ button. Any session time outs or closing of the browser without proper logout are not displayed.)

  • Activity Completed: Activity name that is completed

 

 

 

 

How do you search for activity logs using Search Filter?

Each search field in User Activity Log is explained in detail below:  

User ID

Click on the lookup icon to see the list of User IDs in the organization.

 

 

 

 

The lookup page opens as below. If you know the User ID or Description, use the lookup fields/Quick Filter to search through the data.

 

 

 

 

 

Otherwise, scroll through the list and select a User ID.

 

 

 

 

The selected value populates on ‘User Activity Log’ page as shown below. Now click on the ‘Search’ button.

This will fetch all the activity logs belonging to that particular user. The search results can be filtered further by combining with other search field options which are discussed in the following steps.

 

 

 

 

 

 

 

 

Invitation ID

When Invitation ID is used as the search filter, the Event Type automatically defaults to ‘Activity Completed’ in the search field. The search result for the above combination will display the completed activities of all users for that particular invitation.

As an example, let us select an Invitation ID using the lookup icon.

 

 

 

 

The lookup page opens as below. If you know the Invitation ID, use the lookup field/Quick Filter to search through the data.

 

 

 

 

Otherwise, scroll through the list and select an Invitation ID.

 

 

 

 

As soon as the selected Invitation ID populates on the User Activity Log page, the Event Type value defaults to ‘Activity Completed’.

 

 

 

 

The Event Type prompt is also restricted to only ‘Activity Completed’. This can be seen by clicking on the lookup icon for Event Type.

 

 

 

 

 

 

 

 

The search result for the above combination will display all rows with Event Type = ‘Activity Completed’ for that particular Invitation ID.  You can see the description of completed activity under ‘Event Details’ column.

Note: If activity is edited after completion, those details are also captured in Activity Log. In this example, you can see the "Completed Job Details" activity is edited multiple times after completion. 

 

 

 

Event Type

There are three Event Types available – Login, Logout and Activity Completed.

Click on the lookup prompt to see the available Event Types.

 

 

 

 

 

 

 

 

 

Event Type = "Login"

For Event Type = ‘Login’, the Event Details available are - Success, Failed, Password Changed, and Account Locked. When this filter is applied, the search results will display all the rows with that particular Event Type and the Event Details.

The descriptions for the Event Details are given below:

  • Success: When the user successfully login into the system

  • Failed: When a failed login attempt is made by the user

  • Password Change: When user changes the login password

  • Account Locked: When the user’s account is locked after five unsuccessful attempts to login into the system

 

 

 

 

Event Type = "Logout"

The search results will include only the successful user logouts. Note: Any session time outs and closing of the browser without proper logout are not tracked.

 

 

 


Event Type = "Activity Completed"

The details of all the ‘Activity Completed’ events are displayed in search results. The description of the completed activity can be seen in Event Details. In case, if any activity is edited after completion, those details are also captured in Activity Log. 

 

 

 

From Date/To Date

Using these fields, the search results can be filtered by date.

When ‘From Date’ is used the results from that date to till date will be displayed.

Example

Example

 

 

When "To Date" is used, the results till that date will be displayed.

Example

Example

 

 

When "From Date" and "To Date" are used, the search results will display rows only between those dates.

 

 

 

 

If "To Date" is less than "From Date" then the following error message displays on the page.

 

 

 

How to download Activity Log data?

The data from Activity Log can be downloaded to an excel sheet by clicking on the download icon on the page.

 

 

 

 

You can see the file downloaded at the bottom of the page. 

 

 

 

 

Open the .xls file to see the report data.

 

 

 

 

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