Perform end-of-month auditing using Audit Trail | Zoho Creator Academy

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. 

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.
  1. input.Sales_Owner = zoho.loginuser;
  2. disable Sales_Owner;
4. Create another workflow with the following details.



  1. 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

  1. You can also export the audit logs. In order to export them, click Export as CSV button.

  2. 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.
  1. Audit Trail
  2. Disable Deluge task
  3. Accessing subform rows

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION









                                        You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                            Manage your brands on social media

                                              Zoho Desk Resources

                                              • Desk Community Learning Series


                                              • Digest


                                              • Functions


                                              • Meetups


                                              • Kbase


                                              • Resources


                                              • Glossary


                                              • Desk Marketplace


                                              • MVP Corner


                                              • Word of the Day


                                                Zoho Marketing Automation

                                                  Zoho Sheet Resources

                                                   

                                                      Zoho Forms Resources


                                                        Secure your business
                                                        communication with Zoho Mail


                                                        Mail on the move with
                                                        Zoho Mail mobile application

                                                          Stay on top of your schedule
                                                          at all times


                                                          Carry your calendar with you
                                                          Anytime, anywhere




                                                                Zoho Sign Resources

                                                                  Sign, Paperless!

                                                                  Sign and send business documents on the go!

                                                                  Get Started Now




                                                                          Zoho TeamInbox Resources



                                                                                  Zoho DataPrep Resources



                                                                                    Zoho DataPrep Demo

                                                                                    Get a personalized demo or POC

                                                                                    REGISTER NOW


                                                                                      Design. Discuss. Deliver.

                                                                                      Create visually engaging stories with Zoho Show.

                                                                                      Get Started Now









                                                                                                          • Related Articles

                                                                                                          • Understand Audit Trail

                                                                                                            This help page is for users in Creator 6. If you are in the older version (Creator 5), click here. Know your Creator version. A typical organization has several users accessing its applications and services. Monitoring every user's activity is ...
                                                                                                          • Limitations:​ Operations

                                                                                                            Backup Zoho Creator will not back up the files present in the image, file upload, audio, video, and signature fields. For the applications that have enabled Environments, you can back up only your applications that are in the Production environment ...
                                                                                                          • View Audit Trail

                                                                                                            This document provides a brief understanding of how the audit trail feature of Creator 6 is different from the existing feature in Creator 5. The Audit trail assists an organization in maintaining logs of activities performed in an application. This ...
                                                                                                          • Fetch reports

                                                                                                            This API service lets you manage the different functionalities in a report. Fetch reports Methods fetchListReport(for:with:completionHandler:)This fetches metadata and the records of the List report. ...
                                                                                                          • Print template

                                                                                                            This API service lets you manage the different functionalities in a report. Print template Methods fetchPrintTemplate(forRecordID:ofReport:completionHandler:)This fetches the HTML content of the Print Template of a record in the report. ...
                                                                                                            Wherever you are is as good as
                                                                                                            your workplace

                                                                                                              Resources

                                                                                                              Videos

                                                                                                              Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                              eBooks

                                                                                                              Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                              Webinars

                                                                                                              Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                              CRM Tips

                                                                                                              Make the most of Zoho CRM with these useful tips.



                                                                                                                Zoho Show Resources