How To Use Audit Trails in Microsoft CRM 2011
The concept of Audit Trails is really simple. If you turn on Audit Trails in Microsoft CRM 2011 you can see who changed a field, the time it was changed, and what the previous value was. It will also track the history of changes (not just the last change).
No more wondering who made that change – now you will know not only who made the change – but when they did it.
In this example, see how a staffing agency can see how and when an error was entered regarding a job’s pay rate and bill rate inside Microsoft Dynamics CRM 2011. Obviously you want your Bill Rate to be greater than your Pay Rate. In this case, the intended Pay Rate for this employee was $50.00 per hour and $75.00 per hour for their Bill Rate. This screen shot shows an extra zero was added to the Pay Rate during the submittal set-up.
Selecting Audit History in the Common field from the left navigation menu opens your audit trail. Here you can see the fields changed were Pay Rate and Bill Rate and the values entered were 500.00 and 75.00 respectively (we will discuss how to stop this from being saved in upcoming blog posts). Notice you can observe when the changes were made, by whom, the event type, filed(s) changed, and the previous and new values.
When the mistake is discovered, we can correct it on the submittal form.
Now your correction will be logged in the Audit History.
Most of your Microsoft Dynamics CRM data and operations can be tracked. This includes: changes to shared privileges of a record, create, update, and delete operations on records, etc.
How to enable field level security for your Microsoft CRM 2011 Organization
Remember, by default, this is disabled at the organization and entity level, but enabled on all auditable entity attributes. To enable audit trails for organization and entity level, navigate to Setting > Administration > Systems Settings. In the System Settings window in Microsoft Dynamics CRM 2011, select the Auditing tab and then check the Start Auditing check box.
Hopefully you found this example of setting up Audit Trails for Microsoft CRM 2011 useful – but you may be asking yourself why you would even let someone enter a pay rate that is more than the bill rate. There are some limited areas where this could be the case. It is possible to lock this down either as part of the standard software or using other methods. For example, you can allow access for a certain administrative user or users with specific security clearance. In future blog posts we will look at other ways you can control this sort of data entry:
1. How field level security can be used to control who can see and edit data
Learn more about our Microsoft Dynamics end-to-end staffing software.