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
|
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
| Sales Item
| Sales_Item
| ||
Dropdown
| 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.