User Activity Log
To view a "history" of user activity in the OPERA database, select Miscellaneous > User Activity Log to access the User Activity Log screen. The User Activity Log will display user activities based on your filter criteria and Activity Group (whether it be Reservation, Posting, Housekeeping, Commission, Configuration, Employee, Profile, Blocks, or Potential, among others).
Note: User activity related specifically to the Blocks Activity Group can be viewed directly from the Business Block Search screen or from the Business Block screen through the Options > Changes menu. The screen that appears with block-specific information is the Block Changes Screen. For more information, see the topic Block Changes Screen.
- In S&C and SFA, to view the Block Changes screen, select Business Management > Business Block. On the Business Block Search screen, select Options > Changes. Or, select Business Management > Business Block and on the Business Block Search screen, select Edit. On the Business Block screen, select Options > Changes.
- In PMS and ORS/OCIS this feature is available by selecting Reservations > Blocks > Business Block. On the Business Block Search screen, select Options > Changes. Or, on the Business Block Search screen, select Edit > Options > Changes.
- Changes made to leads attached to a Business Block in SFA can be viewed here on the User Activity Log and also on the Block Changes Screen. See the Business Block Options menu in SFA.
Note: Changes and updates to the daily rates are not recorded in the User Activity Log. (Daily Rates functionality is available when the Rates > Daily Rates application function is set to Y. See Daily Rates Configuration Process for details.)
Search options are available when the User Activity Log is accessed by selecting Miscellaneous > User Activity Log. Use these options to filter the User Activity Log information for display. Depending on the application used to access the User Activity Log, either PMS, ORS, or OCIS, different filter options will be available. Enter your search options and select the Search button.
Property. When the OPP MHT2license or the OPR_ORS license codes are active, you can access a User Activity Log for any property in your cluster. When selecting a specific property, OPERA displays information for the property chosen.
Activity From Date/To Date. When called from the Miscellaneous menu, by default, the User Activity Log shows entries for the current date. To display records for a date other than the default date or for a range of dates, enter the dates in these fields or use the Calendar tool. (When called from a Business Block, the Activity From Date defaults to the business block creation date and the To Date defaults to the current system date.)
Text. Type a partial or whole string to search for in the log’s Descriptions. Use the percent sign wildcard (%) to stand for any character or characters in the search string. For example, if you are not sure whether transaction code should be spelled out, or whether transaction is abbreviated as trn. with or without a period, you could enter t%code. (Text searches are not case sensitive.) This field is automatically cleared each time you select a different activity group radio button.
Note: You must use the % sign to represent quotes (') in your search. For example, to search for John's you would enter John%s.
Activity Group. Select the down arrow to choose the Activity Group to report. For example, if you are interested in reservation changes, select Reservation; if you are interested in transaction postings, select Posting. All options described below may not be available to you, depending on the OPERA modules that are licensed at your property and/or the active application functions, parameters and settings.
For more details on exact items logged, see User Activity Log Core Items Logged spreadsheet.
Note: When you select Reservation you are required to choose an action type in the Activity Type field.
Note: When you generate a Pro Forma invoice for any reservation, a Pro Forma Folio action record is created in the user activity log and populated with reservation balance for reference.
Note: Payment method information for new and changed reservations is handled as follows in the user activity log:
•New Reservation Activity Type: When creating a new reservation, the user activity log record does not explicitly identify the Billing screen window for the payment method which is applied to window 1 (and which is displayed in the Reservation screen Payment field). For example,
PAYMENT METHOD = AX
would be shown in the log and it is assumed that it applies to window 1. If the RESERVATIONS > PAYMENT TYPES PER WINDOW application function is set to Y), payment methods applied to other windows while creating the new reservation will be shown in the user activity log with their window number. For example, specifying a payment method for window 2 would result in this log entry:
WINDOW NUMBER 2
PAYMENT METHOD -> CK
•Update Reservation Activity Type: When updating a reservation and changing the payment method, either for Billing screen window 1 or for another window (if the RESERVATIONS > PAYMENT TYPES PER WINDOW application function is set to Y), the Billing screen window to which the payment method change applies will be included in the record. For example, changing the payment method for window 1 would result in this log entry:
WINDOW NUMBER 1
PAYMENT METHOD AX -> VA
The following is how the transaction codes are configured with their description:
Trx code 9000 configured as Cash, description of trx code is 'Cash'
Trx code 9001 configured as Check, description of trx code is 'Check'
Trx code 9002 configured as Others, description of trx code is 'Voucher'
Trx code 9003 configured as credit card, description of trx code is 'Visa'
When posting negative payment using each of the above trx codes, the log text will be
'Cash refund of ...'
'Check refund of ....'
'Voucher refund of ....'
And in case of a credit card payment type, then
'CC refund of ...' would be displayed, not ' Visa refund of..'
Note: Upon check out, if the room status stayed the same as it was upon check in (i.e., it was clean upon check in and stayed clean upon check out), the User Activity Log will not register any change in the Housekeeping room status.
Also, if a user runs the End of Day process in a span less than 15 hours after it was previously ran, then the user and time details of the End of Day re-run is logged for reference.
Note that depending on if 1 payment is applied to multiple invoices or multiple payments are applied to single invoice, the format of the user log varies.
When the PROFILES > PROFILE NOTIFICATIONS application function is set to Y, when a Profile Notification is added, updated, deleted, resolved, or unresolved, then an entry will be made based on the action that was taken for the profile notification. When a Profile Notification is resolved, the status of the notification description is updated from "UN RESOLVED" to "RESOLVED ON".
Note: When you select Profiles you are required to choose an action type in the Activity Type field.
Note: When you select Miscellaneous you are required to choose an action type in the Activity Type field.
Credit Cards - View user activity log data related to credit card authorizations, settlements, credit card information entry and deletion, and other transactions. This includes offline settlements taking place for a reservation due to interface time out or when user performs the settlement of temporarily stored offline settlements via Cashiering > Credit Cards > Settlement option, or when End of Day attempts to perform the settlement of temporarily stored offline settlements.
Note: If the user is granted the RESERVATIONS > CREDIT CARD INFORMATION VIEW permission, the user activity log records each time such user accesses an OPERA screen that displays credit card information (i.e., credit card numbers and expiration dates) — which in these cases will be un-masked — regardless of whether any action was taken on the credit card information itself. These screens include the Reservation screen, the Payment screen, the Profile screen, the Group Rooming List, and others. Following is an example of the activity log details in this situation:
For credit card authorizations, the action Description field specifies one of the following authorization initiation points for each authorization attempt:
E-Certificates. Available when the application parameter Profiles > OCIS E-Certificates, Printing of E-Certificates will generate a record in the User Activity Log.
Track It - Available when the GENERAL > TRACK IT application function is set to Y. View user activity log data related to the Track It feature.
Courtesy Cards. Available when the MEMBERSHIPS > COURTESY CARD HANDLING application function is set to Y. View User Activity Log data related to the Courtesy Cards feature.
Folio Delivery. Records emailed folios for Reservations, Passerby, Post It or AR Account; it records the time they were sent and the email address they were sent to from within OPERA. This includes folios that were setup to be emailed from the Multiple Methods of Payment Per Reservation screen during the Auto Folio Settlement, or via Remote/Video/Kiosk Check Out.
Notes: If a folio is emailed for a reservation, a change record is added to the Reservation Change Log (Reservation screen Options menu> Changes). If a folio is emailed where there is no associated reservation, a change record is added to the Profile Change Log (Profile screen Options menu>Changes) e.g., for Passerby, AR folios and Post It folios.
For Post It folios, which can be emailed only from Folio History, the log is available only under the User Activity Log option (Miscellaneous > User Activity Log) since the Post It profile is hidden in OPERA.
The User Activity Log contains information such as NAME, EMAILED TO, ROOM, CONFIRMATION, WINDOW, FOLIO, INVOICE, AR ACCOUNT, BUSINESS DATE, TYPE, and FOLIO STATUS, as applicable.
If there is an error when emailing the folio, the error description is added to the User Activity Log Description.
Note: All changes other than Forecast record changes will be purged 365 days after the end date of the potential. Potential Forecast record changes will be purged 30 days after the end date of the potential.
Activity Type. When certain Activity Groups are selected, you must select the drop down arrow to choose an Activity Type option that relates to that Activity Group. In such cases, if this field is not entered, a display message will appear informing that this field is mandatory.
End of Day
When the OPERA S&C license code (OPS_<version number>) is active, an UPDATE, DELETE, INSERT activity is tracked in the User Activity Log for the following configuration items:
Menu Item Maintenance (Menu Item Class & Menu Items)
Standard Menu Setup
Item Inventory Setup
Event Forecast Maintenance
Event (Available when one of the application functions of CATERING > CATERING EVENT, BLOCKS > DIARY, or BLOCKS > CENTRAL DIARY is active.)
Activity By. User by whom activity was performed. By default, the User Activity Log shows entries for the logged-in user. To show entries for a specific user or users, or for members of a user group or user groups, select the down arrow and choose the user(s) and/or user group(s) from the Users list. Leave blank to search for data regardless of user.
Usernames for "internal users" required by certain features may also appear in this list if that functionality, such as OXI or OEDS interfaces, is used by the property. Such functionality can be activated when:
Once the functionality requiring an internal user has been activated, the associated username will appear in the Activity By list of values even if the feature is later inactivated.
Activity For. Available when Permissions is selected as the Activity Group field. User (or user group) for whom changes were made by the user identified in the Activity By field (or by any user if the Activity By field is left blank). Leave blank to search for data regardless of user/user group.
This information is view-only and cannot be modified. To sort screen information based on a particular column, single-click in the column header.
The following fields are displayed on the User Activity Log screen.
User. User name for the user making the change. For user details, click on the user name. The Opera User Information screen appears.
This view-only screen provides the following information:
Time. The time at which the action was taken.
Note: The time and date shown reflect the time at the location of the user's login property or CRO, unless a different Time Zone Region has been configured on the Property Details screen. See Database Time Zone Regions for details.
Date. The date on which the action was taken.
CRO. (Available in ORS only.) The name of the Central Reservation Office where the change was made.
Action Type. The type of action taken. There are hundreds of possible action types, for example, CHANGE ACCOUNT ADDRESS, NEW RESERVATION, ASSIGN ROOM, CREDIT CARD SCREEN ACCESS, or UPDATE RESERVATION. Action types vary with the OPERA activity group log data you are viewing.
Description. A description of the action that was taken. Scroll to the right to see the full description, or, if the description does not fit in the grid, double-click in this field to display the User Activity Log Details screen which shows the complete description.
Note: If the RATES > MULTI CURRENCY application parameter is set to Y and rate codes are configured in various currencies, the rate amount displayed is based on the currency of the rate code. All revenue and balance amounts will use the currency exchange rate set per configuration and will display in the property's currency format.
Caller Name. (Available in ORS only.) The name of the caller who made the reservation or changes to it.
Report. This button is available when the search results grid is populated. To preview, print a hard copy, or generate a PDF file of the User Activity Log information that is displayed, select the Report button. A dialog will prompt you to select the format you want. (This feature is also available on the Block Changes Screen.)
Details. This button is available when the search results grid is populated. Select this button to display the complete Description for the highlighted activity. (Same as double-clicking on the activity.) See User Activity Log Details, below. (This feature is also available on the Block Changes Screen.)
Highlight a log entry and select the Details button to see more information about the log entry.
Note: When accessing the User Activity Log via the Changes button available on certain screens (e.g., Rate Detail tab, Reservation Options menu, etc.) the Detail button is not shown. In these situations, double click on a grid entry to display the User Activity Log Details.
The User Activity Log Details screen shows the following view only information:
The text box displays the complete Description of the actions taken.
When the OPP_MHOT Multi property PMS add-on license is active, users may be granted access to one or more properties in the cluster either directly or by belonging to a user group which has been granted access to the property. User activity log entries record property access changes for individual users and user groups in the following manner. Note that when a user is granted/revoked access to a property indirectly (i.e., by belonging to a user group) rather than directly, the record displays such indirect activity in parentheses.
Log Entry and Description
Individual user granted access to a property:
PROPERTY <property_name> GRANTED TO <user_name>
Individual user granted access to a property because he or she is added to a user group that was granted access to a property:
PROPERTY <property_name> GRANTED TO <user_name> (user_group_name>)
User group granted access to a property:
PROPERTY <property_name> GRANTED TO <user_group_name>
A user log entry such as the following will be automatically created for each user who gains indirect access to the property because he or she is a member of the user group that was granted access:
PROPERTY <property_name> GRANTED TO <user_name> (user_group_name>)
Individual user revoked access to a property:
PROPERTY <property_name> REVOKED FROM <user_name>
Individual user revoked access to a property because he or she belongs to a user group that was revoked access to the property:
PROPERTY <property_name> REVOKED FROM <user_name> (user_group_name>)
User group revoked access to a property:
PROPERTY <property_name> REVOKED FROM <user_group_name>
A user log entry such as the following will be automatically created for each user who loses indirect access to the property because he or she is a member of the user group that was revoked access:
PROPERTY <property_name> REVOKED FROM <user_name> (user_group_name>)
Individual user who was directly granted access to a property had that direct access revoked (Log entry 1); however, the user still has indirect access to the property by belonging to a user group that has access to the property (access was "re-granted") (Log entry 2):
Log entry 2:
Log entry 1:
The User Activity Log for channels is very similar to the one used for properties. To access the User Activity Log for channels, select the Changes button from the Channel Setup, Channel Conversion or from one of the Channel Conversion Edit screens.
From this screen, you can view the user change activity for specific channels and channel code conversions.