Audits

1. Audit management

Audits make it possible to verify all the actions performed in Constellio, thus the traces left by the use of precise functionalities. For example, you can check the elements added, modified, or deleted, user or administrative unit actions, etc.

Auditing is usually reserved for the system administrator or manager. However, it is possible to modify the roles that have access to the audit. To achieve this, it is necessary to access the Piloting, and open " Manage roles ", then check the " Consult the audit " feature.

To view the audits, it is necessary to access the " Audits " tab of the Constellio navigation bar.

1.1 Use of audits

The audits all have in common the same usage page. This page provides a view, in a table, of the traces left by an action or access.

For each audit, it is necessary to choose the dates to which the audits will refer. To achieve this, a section allows you to target extreme dates. Once the dates have been chosen, the table gives an overview according to the actions and the values associated with them. Depending on each type of audit, a " Consult " button provides access to the details you are looking for.

To consult an audit on an action, simply: 

1. Choose the type of audit sought;
2. Target the dates to which audits will refer;
3. Click on " View " to the right of the audit.

To view a specific audit, the procedure is the same. However, another step is added before validating the consultation. When choosing the audit, for example, " By file ", it is necessary to select the specific element. In this case, it is a question of targeting the file.

It is also possible to generate a report on the audits of the actions. To achieve this, a " Generate a CSV report " feature is present at the top of the page, near the table. The acronym CSV stands for Comma-Separated Values, and designates a spreadsheet-type computer file, whose values are separated by commas. The use of this type of file is particularly beneficial when it comes to gathering data into a separate and simplified document.

1.2 Audits on actions

Audit Titles	Icon	Description
Folders creation / documents / tasks		This category of audits allows you to track the files, documents, and tasks that have been created.
Folders modification / documents / tasks		This category of audits tracks files, documents, and tasks that have been deleted.
Folders deleted / documents / tasks		This category of audits tracks files, documents, and tasks that have been deleted. It also indicates the deletion and restoration of items in the recycle bin.
Request on folders / boxes		This category of audits tracks requests for borrowing, return, reactivation, and renewal of folders and containers.
Folders borrowed/returned		This category of audits tracks files that have been borrowed and returned.
Box borrowed/returned		This category of audits tracks containers that have been borrowed and returned.
Documents borrowed/returned		This category of audits tracks documents that have been borrowed and returned.
Currently borrowed documents		This audit category tracks documents that are currently borrowed.
Signed documents		This audit category is used to track documents that have been signed, in addition to the requests for signatures sent. Electronic signature module To have this audit option, you must have installed the Constellio electronic signature module.
Downloaded documents		This audit category tracks the download of Constellio documents. These are the documents downloaded by the "Download this document" action that are listed there.
Scanned documents		This audit category makes it possible to track the digitization of documents in Constellio. Scanning module To have this audit option, you must have installed the Constellio scanning module.
Configurations modifications		This audit category is used to track changes in metadata calculators.
Document management tools		This audit category makes it possible to monitor the creation, modification and deletion of the different document management structures, in addition to the reports generated for each structure.
Other actions on documents		This category of audits allows you to obtain more details on various actions carried out on the documents. This includes published documents, prepared emails, added annotation layers, modified annotation layers, and deleted annotation layers. Annotation module To have this audit option, you must have installed the Constellio annotation module.

1.3 Pilotage Audits

Audit Titles	Icon	Description
System usage		This category of audits is used to track user logins.
Add or remove users and groups		This category of audits tracks the additions and removals of users and user groups.
System reindexing and restarting		This category of audits tracks system reboots and reindexations.
Disposition		This category of audits tracks transfers, remittances, and destruction of records.
Agent		This category of audits allows you to track the operations performed with the Simple Agent and the Advanced Agent.
Batch processes		This category of audits makes it possible to follow the batch processing carried out by all users.
Collections alterations		This category of audits makes it possible to track modifications made to collections.
Modification in public portals		This category of audits tracks changes to public portals.
Value domains		This category of audits tracks the creation, modification and deletion of value domains.
Temporary records		This category of audits tracks the downloading and deletion of temporary recordings.
Licences assignment		This category of audits makes it possible to track modifications made to the assignment of licenses, i.e. licenses assigned or revoked. Users If the assignment is done manually, a value will appear in the User column. On the other hand, if the assignment is made automatically by the system, the User column will remain empty.
Reports/Labels		This category of audits allows you to track the reports and labels generated according to the different types of records.

1.4 Audits on specific elements

Audit Titles	Icon	Description
By department		This category of audits makes it possible to select an administrative unit and to monitor the operations related to it.
By folder		This category of audits allows you to select a file and track the operations related to it.
By document		This category of audits allows you to select a document and monitor the operations linked to it.
Per container		This category of audits allows you to select a container and track the operations related to it.
By user		This category of audits allows you to select a user and track the operations related to it.

3. Audit details

1. To get details of changes to folders, documents and tasks, select audit on the specific item;
   
2. Once the filters have been applied and the results displayed, click on the Consult icon;
   
3. A new window will open, spot a new icon titled Details. By clicking on this icon, you will find complete information on the modifications made.
   
   Show detail column

   If the Detail column is not visible in the table, simply make it visible using the display configuration option located at the top right of the table.

   1. Items in green represent additions
   2. Items in red represent deletions.

4. Audit Retention

Audit management is based on an optimized architecture designed to balance performance, traceability, and processing efficiency.

• Audit data is stored in a separate collection from the rest of the application data, allowing for better management of large volumes.
• Audit processing is performed asynchronously: operations are first temporarily saved in a Redis cache, then persisted to the database within a maximum of five minutes. This approach reduces transactional load and improves response times.
• An automatic archiving mechanism ensures long-term data retention:
  • Each night, audits are transferred to the vault in JSON format and grouped by day.
  • Data is deleted from the database and vault according to the configured retention periods. Active audits are stored in the database for 12 months (this value can be modified via system configuration), while audits archived in the vault are stored for 10 years.

A tool integrated into the interface allows you to retrieve archived audits over a specified period, ensuring independent access to historical data (JSON format).

1. Open the audits page from the navigation menu;
2. Click the Download button;
3. Enter the desired data period;
4. Download.