Adding Fields to a Table in a Policy

Adding Fields to a Table in a Policy

In order to track field-level changes, one or more fields must be added to any table in the policy.  A certain level of familiarity with the fields of each table is necessary in order to achieve the desired auditing result.

There is no limit on the number of fields from a table that you can add to a policy. The process to add fields is similar to the table addition, except that it is related to the actual fields within the tables that you want to track.

1. In Audit Policy Maintenance, click the Audit Fields tab.

2. Click Add Record on the Fields toolbar. 

The Profile table is populated in Table name, due to that being the table that was selected on the audit tables tab in this example, along with other default values.  The Field name is initially blank.

3. Click the Search icon in the Field name field to choose the field you want to audit.

4. In Audit create level, Audit update level, and Audit delete level fields, select one of the following:

Note: You can use same the audit levels that you set up on the Audit Tables tab as defaults or you can choose different settings.  “Use Table” is the default value for all levels.

• Do Not Audit This Field (Off) – no auditing is done on that field.
• Use the Audit Level set for the table (Use Table) – uses the same audit levels that you selected for the table as a whole.
• Do not audit this field's value (Min) – records the event but does not save the values related to the field.
• Record the updated field value (Std) – records the event that took place, along with the new value for the field.
• Record old and updated field values (Full) – records the event that took place, along with both the original values and the updated values for the field. 

  This value is only relevant for the Update level.

  
  

5. To record each create, update, or delete field value change in a separate record, select the 1 record/field option corresponding to the audit level. 

For example:

• If you select the option on the table setting, there is no need to select it in the field.
  The option is only available on the field set-up if you choose to Record the values. 
• If you choose “Do not audit” or “Use the Table settings”, that option is not available to you at the field level.

It is highly recommended that you include the field associated with the main record: the idcode, fundid, gift or grant number, etc.  If included, then also choose the identifying field box for the field that is a ‘Key’ (identifier).

6. Save the record by clicking the Save icon.

Example showing email field in profile table: