User Activity Logs

User Activity Logs

User Activity Logs in EquiBillBook track and record all user actions and activities within the system. These logs help monitor user behavior, ensure security, troubleshoot issues, and maintain an audit trail of system usage.

Understanding User Activity Logs

User Activity Logs help you:

• Track user actions and activities
• Monitor system usage patterns
• Ensure security and compliance
• Troubleshoot user-related issues
• Maintain audit trails
• Identify unauthorized access

Accessing User Activity Logs

To view user activity logs:

1. Navigate to the Reports module from the main menu
2. Click on Activity Reports → User Activity Logs or User Logs
3. Select date range and filters
4. Click "View Logs" or "Generate Report"

Types of Activities Logged

Login Activities

Login-related activities include:

• Successful Logins: User login events
• Failed Login Attempts: Unsuccessful login attempts
• Logout Events: User logout events
• Session Timeouts: Automatic session terminations
• Password Changes: Password modification events
• Account Lockouts: Account lockout events

Data Access Activities

Data access activities include:

• View Operations: Viewing records and reports
• Search Operations: Searching for data
• Export Operations: Exporting data
• Print Operations: Printing documents
• Report Generation: Generating reports

Data Modification Activities

Data modification activities include:

• Create Operations: Creating new records
• Update Operations: Editing existing records
• Delete Operations: Deleting records
• Bulk Operations: Bulk data changes
• Import Operations: Data imports

Transaction Activities

Transaction-related activities include:

• Sales Transactions: Creating/editing sales
• Purchase Transactions: Creating/editing purchases
• Payment Transactions: Recording payments
• Journal Entries: Creating journal entries
• Stock Adjustments: Stock modifications

System Configuration Activities

Configuration activities include:

• Settings Changes: Modifying system settings
• User Management: User creation/modification
• Permission Changes: Access permission modifications
• Module Activation: Enabling/disabling modules
• Integration Changes: Integration configuration

Log Information Displayed

Basic Log Information

Each log entry typically includes:

• Timestamp: Date and time of activity
• User Name: User who performed the action
• User ID: Unique user identifier
• IP Address: User's IP address
• Activity Type: Type of activity performed
• Module: System module accessed

Detailed Activity Information

Detailed information includes:

• Action Description: Description of the action
• Record ID: Affected record identifier
• Record Type: Type of record affected
• Before Value: Previous value (for updates)
• After Value: New value (for updates)
• Status: Success or failure status
• Error Messages: Error details (if any)

Report Parameters and Filters

Date Range Selection

Select the period for logs:

• Today: Today's activities
• This Week: Current week
• This Month: Current month
• Last 7 Days: Last week
• Last 30 Days: Last month
• Custom Range: Select specific dates

User Filter

Filter by user:

• All Users: Include all users
• Specific User: Select one or more users
• User Group: Filter by user group
• User Role: Filter by user role

Activity Type Filter

Filter by activity type:

• All Activities: Include all activity types
• Login Activities: Login/logout events
• Data Access: View/search operations
• Data Modification: Create/update/delete
• Transactions: Transaction activities
• Configuration: Settings changes

Module Filter

Filter by system module:

• All Modules: Include all modules
• Sales Module: Sales-related activities
• Purchase Module: Purchase-related activities
• Inventory Module: Inventory activities
• Accounts Module: Accounting activities
• Settings Module: Configuration activities

Status Filter

Filter by activity status:

• All Statuses: Include all statuses
• Successful: Successful activities
• Failed: Failed activities
• Errors: Activities with errors

Report Format and Layout

Log List View

The report displays:

• Log Table: Tabular list of activities
• Sortable Columns: Sort by any column
• Search Functionality: Search within logs
• Pagination: Navigate through pages
• Export Options: Export log data

Summary Statistics

Summary includes:

• Total Activities: Total log entries
• Active Users: Number of active users
• Most Active User: User with most activities
• Most Accessed Module: Frequently used module
• Failed Activities: Count of failures

Viewing and Analyzing Logs

View Log Details

To view detailed log information:

1. Click on a log entry
2. View detailed activity information
3. See before/after values (for updates)
4. Review error messages (if any)
5. Check related activities

Search Logs

Search functionality allows:

• Search by user name
• Search by activity type
• Search by record ID
• Search by IP address
• Search by keywords

Filter and Sort

Filter and sort options:

• Filter by multiple criteria
• Sort by timestamp, user, activity type
• Group by user or activity type
• Export filtered results

Exporting Logs

Export Formats

Export logs in various formats:

• Excel (XLS/XLSX): For analysis
• PDF: For printing and archiving
• CSV: For data import
• Text: Plain text format

Export Process

1. Apply filters as needed
2. Click "Export" or "Download"
3. Select export format
4. Choose columns to include
5. Download the exported file

Security and Compliance

Audit Trail

Activity logs serve as:

• Complete audit trail of system usage
• Evidence for compliance requirements
• Security monitoring tool
• Forensic analysis resource
• User accountability record

Security Monitoring

Use logs for security:

• Monitor failed login attempts
• Detect unauthorized access
• Identify suspicious activities
• Track data access patterns
• Investigate security incidents

Best Practices

• Review activity logs regularly
• Monitor for unusual activities
• Set up alerts for critical activities
• Export and archive important logs
• Maintain log retention policies
• Use logs for troubleshooting
• Investigate failed activities
• Track user training needs
• Ensure compliance with regulations
• Protect log data from tampering

Troubleshooting

Logs not showing:

• Check date range is correct
• Verify filters are not too restrictive
• Ensure user has permission to view logs
• Check if logging is enabled

Missing log entries:

• Verify logging is configured correctly
• Check log retention settings
• Ensure sufficient storage space
• Review log configuration

Export not working:

• Try a different export format
• Reduce the date range
• Check file size limits
• Verify export permissions