Auditing Records

Use the audit feature to view and investigate changes to information in specific fields or by a specific user. An entry appears on the audit each time a user creates, edits or deletes a field or table you turn on for tracking.

The audit feature lets administrators:

• Track changes on tables and fields from the District view's Global tab.
• Track details about a changed value.
• View changes made by a specific user.
• View changed values based on time filters (today, this week, etc.).
• Give specified user roles the ability to view the history of changes to fields on a detail page.

For example, a district might give several users (such as teacher, guidance counselor, department head, Aspen system administrator) access to edit the Final Grade field on the Student Transcript table. After report cards are printed, the guidance counselor asks why a grade was changed and who made the change. If the Student Transcript table and the Final Grade field had been set to be audited, you can view the audit of the field to see who made the change to the grade and when.

Audits also let you keep Aspen secure. If you suspect that a user's password has been compromised and you confirm that a user did not make a change that the audit indicates, instruct the user to change his or her password.

You can require users to enter a reason when they change a field's value. When a user changes that field's value, he must select a reason on the Change Reasons Required pop-up. You can view change reasons using the Change History option.