Perform end-of-month auditing using Audit Trail

Requirement

Perform regular end-of-month auditing of a hardware company using Zoho Creator's Audit Trail feature.

Use case

All purchases and sales of a hardware company are maintained in a Zoho Creator sales management app. A record will be created in the Sales_Order form when a customer places an order and the Mode_of_Payment and Payment_Receipt fields will always be edited by the POS personnel only when the payment is done. Let's assume on a regular end-of-month, the accounting team wants to investigate if a sales record is attached with tampered/ no receipts or if any important records are deleted. The Audit Trail feature can help the investigation team to track down the history of modified users and users who deleted the records.

See how it works

Steps to follow

1. Create 2 forms with the following details.

Form	Form Link Name	Field Type	Field Name	Field Link Name
Products	Products	Dropdown	Product Group	Product_Group Gardening Carpentry Plumbing
		Single Line	Product Name	Product_Name
		Single Line	Product Code	Product_Code
		Currency	Unit Price	Unit_Price
Sales Order	Sales_Order	Number	Order ID	Order_ID
		Users	Sales Owner	Sales_Owner
		Subform Lookup (Products) Currency Currency	Sales Item Products Retail Price Selling Price	Sales_Item Products Retail_Price Selling_Price
		Dropdown Online Offline	Mode of Payment	Mode_of_Payment
		File Upload	Payment Receipt	Payment_Receipt

Note: If you have too many product groups, you can use a separate form to store them and add it as a lookup field in the product form.

Let's now configure basic customization required for our use case.

2. Create a workflow with the following details to disable and auto-populate the Sales Owner field.

3. In the Deluge editor, paste the following script to auto-populate and disable the Sales_Owner field.

input.Sales_Owner = zoho.loginuser;
disable Sales_Owner;

4. Create another workflow with the following details.

row.Retail_Price = row.Products.Unit_Price;

5. According to our use case, the edit and delete history of all users will be reviewed using Audit Trail by the end of each month. For demonstration purpose, let's add, edit, and delete a few records in the Sales Order form and check how they are being tracked under Audit Trail.

6. Now, under Operations, select Audit Trail and click View Audit Trail.

7.Choose Sales Order form from Sales Management application and click View.

8. The audit logs of the selected form will be displayed here.

See how it works

Points to note

You can also export the audit logs. In order to export them, click Export as CSV button.
This tutorial demonstrates fetching edit and delete logs. In addition, the Audit Trail feature can be used to fetch export and print logs of the records that are based on a specified form too.

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