Auditing Fields in FleetWave

Turn on auditing for a field and FleetWave records every change to it: who made the change, when, the old value and the new value. You can then see that history on the Audit tab of any record.

Auditing helps you answer questions like "Who changed this vehicle's cost centre, and what was it before?" There are three parts:

1. Set it up: choose which fields to audit.
2. Check it works: make a test change.
3. View the history: see what changed, and who changed it.

It's important to note, however, that auditing data gets stored in it's own tables, AUDIT_HEADERS_FW and AUDIT_DETAILS_FW. This means that auditing takes up extra space in the system, and if done excessively, can even lead to performance degredation. Auditing should be targeted, and possibly even disabled if not actively needed.

Before you start

• Permissions: To set up auditing you need System Administrator access, and Management access to the module the table belongs to. Anyone who can open a record can see its Audit tab.
• Tables only: You can audit fields on tables (for example Vehicles or Drivers). You can't audit views or reports.
• No backdating: Auditing records changes from the moment you turn it on. Changes made before that are not recorded.
• All changes are captured: This includes changes made on screens, through imports, the API and automated jobs, because auditing happens in the database itself.

Part 1: Turn on auditing for a field

Use one of these methods. You don't need both. Method A is the easiest way to pick fields one at a time. Method B is useful if you want to audit every field on a table, or a field that isn't on the screen.

Method A: Use the Screen Designer (recommended)

1. Open the list for the table you want to audit. For example, go to Vehicles to see the vehicle list.
2. Click the ⋮ (three dots) menu at the top right of the list. Under Table Admin, select Redesign Screen. The Screen Designer opens.
3. On the design grid, click the field you want to audit, for example Cost Centre.
4. Go to the Field section of the ribbon at the top of the page. Tick the Audit checkbox. If you hover over it, it says "Check box if changes to values entered in this field should write to Audit logs".
5. Repeat steps 3 and 4 for any other fields you want to audit.
6. Save the design.

Auditing starts as soon as you save. You don't need to log out.

Important: When you save in the Screen Designer, the list of audited fields is replaced by the fields ticked on that screen. If a field was set up in Table Schema (Method B) and isn't on this screen, it stops being audited. This doesn't happen if the table is set to audit all fields (*).

Method B: Use Table Schema

1. Go to Utilities > Table Schema.
2. Find and open the record for the table, for example VEHICLES_FW.
3. On the Configure tab, find the two audit fields and set:
   • The audit table field ("Audit this table?") to Yes.
   • The audit fields box to the field names you want to audit, separated by commas, for example COST_CENTRE_FW,STATUS_FW. To audit every field, enter * or leave it blank.
4. Save the record.

Auditing starts as soon as you save.

Part 2: Check that changes are being recorded

Make a test change to confirm auditing is working.

1. Open a record on the table, for example a test vehicle, and click Edit.
2. Change the value in the field you just started auditing. For example, change Cost Centre from NORTH to SOUTH.
3. Save the record.
4. Open the record again and go to the Audit tab, described in Part 3. You should see a new line showing your user name, the date and time, the field name, NORTH as the old value and SOUTH as the new value.
5. Change the field back to its original value if you need to. This creates a second audit line.

If you save a record without changing the field's value, nothing is recorded for that field.

Part 3: View the change history

For a single record (most users)

1. Open the record, for example a vehicle, from its list.
2. Click the Audit tab. It's available when you view or edit a record, but not when you add a new one.
3. At the top of the tab you'll see who created the record and when, and who last changed it and when.
4. Below that is a list of every audited change made to this record:

You can filter and sort this list like any other FleetWave list. For example, filter Field Name to see the history of one field, or sort by UTC Created Date to see the newest changes first.

Across all records and tables (administrators)

If you're a System Administrator, go to Utilities > Audit Headers. This lists changes across every audited table. Each row shows the date, user, table, record and whether the change was an Insert, Update or Delete. Open a row to see the field-level old and new values.

This is useful when you don't know which record was changed. For example, you can filter by Created By to see everything one user changed on a particular day.

Turning auditing off

To stop auditing a field, open Redesign Screen, untick the Audit checkbox on that field and Save. If you untick every field, auditing turns off for the whole table. You can also do this in Utilities > Table Schema by setting the audit table field to No.

Turning auditing off doesn't delete existing history. Past entries stay on the Audit tab until they reach the retention limit.