Clarity: Audit Trail Mishap

Document ID : KB000050461
Last Modified Date : 14/02/2018
Show Technical Document Details

Description:

How does Audit Trail work when a process workflow makes changes to a field that you are auditing?
or
Why doesn't the person who marked a process action item as approved show in Audit Trail as the person who made the change to the corresponding field on my object instance?

Solution:

Here are the rules that Clarity uses for recording who has made changes in Audit Trail.

  1. If a user goes into an object instance and makes a change to a field you are auditing, that user will show as the person who made the change.

  2. If a change is made by a process, whoever initiated the process will show as the person who made the change.

    • If the process is an On Demand process, whoever started the process will show as the initiator

    • If the process starts on Create, whoever creates the object instance will show as the initiator.

    • If the process starts on Update, whoever makes the last change to the object instance that allows the process to start will show as the initiator.

Here are two scenarios that may help explain how processes and audit trail work together:

Scenario 1:

You have created a process that sends an action item to a manager and asks him to mark the action item approved or not approved.

The manager responds to the action item by marking it approved. He does not change the object instance itself. Now the process continues and changes the corresponding field to approved.

If you view the corresponding item in Audit trail, the process initiator will show as the person who made the change.

Scenario 2:

You have created a process that sends an action item to a manager. The action item instructs the manager to click on the link in the action item to access the object instance and change the status field to approved or not approved and then mark the action item as complete.

The manager then clicks on the object instance link; changes the status field to approved, and then goes back to the action item and marks it as complete.

If you view the corresponding item in Audit trail, the manager will show as the person who made the change.

Keywords: CLARITYKB, how-to, configuration, bpm.