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Customizing the Audit Trail

You can track the creation, deletion, and restoration of audited fields in Oracle CRM On Demand, as well as specify which fields in the audit trail for certain record types are tracked if those record types are set up for your company. The following table lists the default audited fields. When users make updates to fields on those record types that an administrator has marked as auditable, an audit trail record is generated that tracks information, such as the old and new value, as well as the timestamp and user who made the change.

For new customers and those upgrading Oracle CRM On Demand to this release, if you are auditing specific fields for record types, the auditing of the creation, deletion, and restoration of specific fields for record types is enabled by default. If you are not auditing specific fields for record types, all auditing of record creation, deletion, and restoration of specific fields for record types is disabled. Then customers can change these record level audit settings.

You can view all changes to company-wide auditable record types, such as those created, deleted, or restored, using the Master Audit Trail. For more information, see Reviewing Audit Trail Changes with the Master Audit Trail.

The auditing of opportunities, service requests, and users is enabled by default. However, other record types must be configured by either enabling the record types for use with your company, or selecting the fields that you want to audit. You must ensure also that the audit trail related information for the record type that you want to audit is set to Read-only. For more information about access profiles, see Process of Setting Up Access Profiles.

For each of the record types, you can specify that other fields, both standard and custom fields, are audited. If you want to increase the maximum number of audited fields, edit the field, Record Type Auditable Fields, in your company profile. The total number of audited fields available is also displayed in the Audited Fields Administrator Setup page.

Auditing Takes More Time and Resources

Auditing involves additional processing to evaluate the appropriate business rules and to add the additional data to storage. As a result, the operation requires more time when you enable auditing. To minimize the impact, the initial number of auditable fields is limited to 35 for each record type. If you decide to increase the limit by editing the Record Type Auditable Fields in your company profile, the processing takes longer. The more fields you change and mark as auditable on a record type, the longer it will take to save the record.

Some record types have certain fields audited by default. However, other fields have none.

Record Type

Default Audited Fields

Account

No fields are audited by default.

Activity

No fields are audited by default.

Address

No fields are audited by default.

Application

Annual Revenue, Application ID, Approval Status, Approved Date, Campaign, Currency, Current Approver, Email Address, Existing Partnerships, Expected Partnership Benefits, First Name, Last Name, Location, Main Fax (#), Main Phone (#), Name, Number of Employees, Partner, Partner Program, Partner Type, Program Level, Reject Reason, Source, Submission Status, Work Fax (#), Work Phone (#).

Contact Field

No fields are audited by default.

Custom Objects 01 or higher

No fields are audited by default.

Deal Registration

Approval Status, Associated Contact, Associated Customer, Associated Lead, Associated Opportunity, Cell Phone, City, Close Date, Company Name, Country, Currency, Current Approver, Deal Size, Email, Expiration Date, Fax, First Name, Last Name, Name, Originating Partner Account, Partner Program, Postal Code, Principal Partner, Product Interest, Reject Reason, State, Street, Submission Status, Telephone (#), Type.

Fund

Owner, Partner, Status, Target Amount.

Fund Request

Approved, Claim Decision Date, Claim Req., Due Date, Fund, Granted, Owner, Pre-Approval Date, Pre-Approval Req., Status.

Lead

No fields are audited by default.

MDF Request

Amount PreApproved, Amount Requested, Approval Status, Claim Decision Date, Claim Status, Fund, Pre-Approval Date, Submission Status, Submitted Date, Total Claim Amount Approved, Total Claim Amount Requested.

Opportunity

Close Date, Forecast, Owner, Probability (%), Revenue, Sales Stage.

Policy

Face Amount. For more information, see Policy Fields.

Service Request

Area, Cause, Description, Owner, Priority, Source, Status, Subject, Type.

Signature

Contact

Special Pricing Request

Approval Status, Authorized Date, Claim Decision Date, Claim Status, Submission Status, Submitted Date, Total Amount Authorized, Total Amount Requested, Total Claim Amount Approved, Total Claim Amount Req.

User

Always Send Critical Alerts, Authentication Type, Email, External Identifier for Single Sign-On, Role, Status, User Sign In ID.

The following considerations apply to fields regarding auditing:

  • For Accounts, Contacts, and Custom Objects 01 or higher, ensure that the access profiles are correctly configured to have access to the audit trail child applet. Administrators must provision access to the specific roles requiring access to the audit trail child applet.
  • Mandatory fields are displayed in red. You cannot save the User Audit Trail if you remove any of the selected mandatory fields.
  • For foreign key fields, the name (not the ID) is stored and displayed in the audit trail. For example, if the Account relation on Opportunity is audited, the audit trail displays the account name instead of the Row ID.
  • No address fields are available for any of the auditable record types.
  • Picklist fields show the user’s language dependent values (LDVs).
  • ID columns that are not displayed on the layouts are not available for auditing.

NOTE: For security reasons, the default audited fields for the User record type cannot be disabled.

Before you begin. To perform this procedure, your role must include the Customize Application privilege and the Administer Field Audit privilege.

To customize the audit trail for a record type

  1. In the upper-right corner of any page, click the Admin global link.
  2. In the Application Customization section, click the Application Customization link.
  3. In the Record Type Setup section, click the link for the required record type.
  4. In the Field audit Setup section, click the record type Field Audit Setup link.
  5. (Optional) Select Audit record type Record Creation if you want to track the creation of records in the audit trail.
  6. (Optional) Select Audit record type Record Deletion/Restore if you want to track the deletion or restoration of records in the audit trail.
  7. In the Audit Field Setup page, move fields from the Available fields list to the Audited Fields list as required.

    An error message is displayed if you exceed the company limit.

    The Available Fields list contains all the standard and custom fields for the record type that are not already audited.

  8. Click Save.

    Auditing of a field becomes effective immediately after it is enabled.


Published 5/4/2012 Copyright © 2005, 2012, Oracle. All rights reserved. Legal Notices.