An audit trail (also called audit log) is an immutable record that keeps track of administrative actions performed in the system, such as important changes to course completion or enrollment status. The audit trail report provides written evidence of a sequence of activities that have affected specific operations, procedures, or events, and is useful to allocate the appropriate accountability in case of incidents, specifically pertaining to compliance. The Audit Trail app makes the platform CF21 chap. 11 compliant.
This app is only available for Docebo Enterprise clients.
Activating the App
To activate the app, access your Admin Menu from the gear icon in the top right corner of your platform, then press the Add New Apps at the top of the menu. On the next page, reach the Docebo Additional Features tab, then find the Audit Trail & 21 CFR Part 11 app in the list. Press the Contact Us button in the app’s row. Fill out the proper form using the Communication Center, then Docebo will contact you regarding the activation of the app.
Creating Audit Trail Reports
To create a report, access the Admin Menu, then press the Reports item in the E-Learning section. On the main Reports page, press the Create Custom Report button. In the pop up box, provide a name for the report, then flag the option to create an Audit Trail report. Press Next.
Choose the users you would like to run the report on by selecting them from the Users, Groups or Branch tab. The system can keep multiple selections among tabs. You can also run a report on all registered users, if necessary. Press Next to proceed.
Now, select the courses for which you need the report. You can choose specific courses or all available courses. Then, press Next. On the next page, identify which information information you need using the different even categories tabs:
- Power Users. Retrieve data regarding seat allocation or seat purchases.
- Courses. Retrieve data regarding course and session changes and deletion, training material, etc.
- Learning Plan. Retrieve data regarding creation, updates, or deletion of learning plans.
- Custom Reports. Retrieve data regarding the creation, publishing, or deletion of learning plans.
- User Management. Retrieve data regarding related to user creation, deletion, suspension, and management.
- Enrollment. Retrieve data regarding in which courses user have been enrolled or unenrolled.
- Subscription Plan, Bundle, Record and Seat Association. Retrieve data related to Subscription Plans.
Once you have chosen all the information you want to view in the report, press Next. Now, select in which order the data will appear in the report using the Order By dropdown menu, then press Next again. Finally, select how you want to proceed with the report by scheduling it, sending it, or simply saving it.
Managing Audit Trail Reports
Once you’ve created an Audit Trail report, you can view it in the list on the main Reports page in your platform. The report’s row will display the creator, creation date, filters, and if you’ve scheduled to send this report. Using the magnifying glass icon, you can view the report. By pressing the download icon, you can export the the report as a CSV, XLS or HTML file. By pressing the ellipsis icon, you can schedule, edit or delete the report.
Using the item in the Filter column, you can change the visibility of the report. By default, standard reports have public visibility, meaning that all Superadmins, the owner of the report, as well as Power Users can view the report. When you press the item in the Filter column, use the pop up box to set the visibility. Private reports are only visible to the owner of the report and other Superadmins.
Alternatively, you can set custom visibility by flagging the Select users, groups and branches option. Once this option is flagged, use the Users, Groups and Branch tabs to flag to whom the report will be visible. When finished, press Confirm.