Understanding Document Audits

PeopleSoft delivers three document audits:

  1. Document Level audits – This audit records the date, time, and name of the person who performed an action on the document; for example transfer, cancel, complete, acknowledge and so on. Audits at the document level are always turned on; you do not need to select the PS Audit Enabled check box on the ePerformance page. Audit information is displayed in the Audit History group box near the bottom of the page when you are establishing criteria or entering evaluation information on an ePerformance document.

  2. Item Level audits – This audit records the date, time, and name of the person who created or modified an item on an ePerformance document. Audits at the item level are always turned on; you do not need to select the PS Audit Enabled check box on the ePerformance page. Audit information is displayed at the item level near the bottom of the section when you are establishing criteria or entering evaluation information on an ePerformance document.

  3. Detailed Item History audits: – This audit is controlled by a database trigger and is delivered turned off. To enable this audit select the PS Audit Enabled check box on the ePerformance page . In addition to selecting this check box, you must also use Application Designer to turn on the audits that you want to use. Select the Audit fields in the Record Field Properties dialog box for the EP_APPR_B_ITEM object.

    When this audit is enabled, the system displays the Modification History link on document pages used for establishing criteria data. Users can click this link to access the Modification History page (EP_ITEM_MOD_HISTRY), which displays before and after values by field name.

For more information about creating record definitions, see the product documentation for PeopleTools: Application Designer Developer's Guide.

Document Level Audit History Fields

Here is a list of audit information (user who performed the action and the associated date and time) that is visible in the Audit History group box of documents throughout the evaluation cycle, starting from when criteria are defined to the completion of the evaluation:

  • Acknowledged By

  • Acknowledged Date and Time

  • Approved By

  • Approved Date and Time

  • Canceled By

  • Canceled Date and Time

  • Checkpoint # Completed By

  • Checkpoint # Completed Date and Time

  • Checkpoint # Re-opened by

  • Checkpoint # Re-opened Date and Time

  • Checkpoint # Skipped by

  • Checkpoint # Skipped Date and Time

  • Completed By

  • Completed Date and Time

  • Created By

  • Created Date and Time

  • Criteria Finalized By

  • Criteria Finalized Date and Time

  • Finalize Criteria Reopened By

  • Finalize Criteria Date and Time

  • Last Modified By

  • Last Modified Date and Time

  • Manager Signed By

  • Manager Signed Date and Time

  • Reopened By

  • Reopened Date and Time

  • Transferred By

  • Transferred From

  • Transferred To

  • Transferred Date and Time

Note: The system only displays the fields and the associated data when the field is populated. The system does not display information in the Audit History group box for fields that don't have a user ID or date and time stamp. For example, if the document isn't canceled, the system won't display the Canceled By field in the Audit History group box.