Audit Logs & History
The audit log system tracks all significant changes to permits, payments, and inspections. This provides transparency, accountability, and supports compliance requirements. Users can view audit logs to understand the complete history of any record.
What's Tracked
Permit Record Changes
| Event Type | What's Logged |
|---|---|
| Record Created | Creator, timestamp, initial values |
| Field Changes | Old value, new value, who changed |
| Status Changes | Previous status, new status, who changed |
| Document Uploads | Document name, uploader, timestamp |
| Document Deletions | Document name, who deleted, timestamp |
| Lock/Unlock | Action, who performed, timestamp |
| Assignment Changes | Previous assignee, new assignee |
Payment Activity
| Event Type | What's Logged |
|---|---|
| Payment Initiated | Amount, method, timestamp |
| Payment Completed | Confirmation number, provider |
| Payment Failed | Error reason, timestamp |
| Refund Processed | Amount, reason, who processed |
| Fee Adjustment | Original, adjusted, reason, who approved |
Inspection Activity
| Event Type | What's Logged |
|---|---|
| Inspection Scheduled | Type, date, time, who scheduled |
| Inspector Assigned | Inspector name, assignment method |
| Reassignment | From, to, reason, who reassigned |
| Status Updated | Previous, new, who updated |
| Result Recorded | Pass/fail, notes, photos, inspector |
| Rescheduled | Original date/time, new date/time |
| Cancelled | Reason, who cancelled |
Viewing Audit Logs
In Permit Records
- Open a permit record
- Navigate to the Activity or History tab
- View chronological list of changes
- Click on entries to expand details
In Inspection Records
- Open an inspection/appointment
- Look for Activity Log or History section
- View inspection-specific events
Filtering Audit Logs
Filter Options
| Filter | Description |
|---|---|
| Date Range | Show entries within specific dates |
| Event Type | Status changes, payments, documents, etc. |
| User | Filter by who made the change |
| Role | Staff, applicant, system |
Using Filters
- Click Filter button in the activity log
- Select filter criteria
- Apply filters
- View filtered results
- Clear filters to see all entries
Understanding Log Entries
Entry Components
Each log entry contains:
| Component | Description |
|---|---|
| Timestamp | Exact date and time of action |
| Event Description | What happened |
| Details | Specific values changed |
| Actor | Who performed the action |
| Actor Role | Staff, applicant, inspector, system |
System vs. User Actions
System Actions:
- Automated status changes from workflows
- Payment webhook updates
- Scheduled notifications
- Automated calculations
User Actions:
- Manual status changes
- Field edits
- Document uploads
- Inspector result recording
Access to Audit Logs
Who Can View What
| Role | Access Level |
|---|---|
| Citizen | Own permit activity (limited view) |
| Staff | Permits they have access to |
| Manager | All department activity |
| Admin | Full system audit access |
Sensitive Information
Some audit details may be restricted:
- Internal staff notes
- Administrative overrides
- Security-related changes
- Configuration changes
Using Audit Logs
For Staff
Common Use Cases:
- Understanding permit history
- Investigating issues
- Verifying when changes were made
- Supporting customer service inquiries
- Documenting decisions
For Managers
Common Use Cases:
- Monitoring team activity
- Reviewing assignment changes
- Quality assurance checks
- Performance tracking
- Compliance verification
For Administrators
Common Use Cases:
- System-wide activity monitoring
- Security auditing
- Compliance reporting
- Issue investigation
- Configuration change tracking
Retention & Export
Data Retention
Audit logs are retained according to county policy:
- Active records: All history maintained
- Closed permits: Retained per records policy
- System logs: Archived periodically
Exporting Logs
To export audit logs (if available):
- Navigate to the activity log
- Apply any filters needed
- Click Export or Download
- Select format (PDF, CSV, Excel)
- Download the file
Note: Export functionality may be limited by role.
Best Practices
For Staff
- Review before changes - Check history to understand context
- Add notes - Document reasons for significant changes
- Verify accuracy - Ensure changes are reflected correctly
- Report issues - Notify admin if logs seem incorrect
For Managers
- Regular reviews - Periodically audit team activity
- Pattern recognition - Look for unusual activity
- Documentation - Use logs to support decisions
- Training - Help team understand logging
For Administrators
- Audit the audits - Verify logging is working
- Secure access - Limit who can view sensitive logs
- Retention compliance - Ensure policy adherence
- Backup - Include logs in backup procedures
Troubleshooting
Q: I can't see the activity log on a permit. A: Check:
- You have access to the permit
- Navigate to Activity/History tab
- Some permits may have limited logging
Q: A change I made isn't showing in the log. A: Some minor changes may not be logged. System logs most significant actions. If critical changes aren't appearing, report to administrator.
Q: Can audit logs be modified or deleted? A: No. Audit logs are append-only and cannot be modified or deleted to maintain integrity.
Q: How far back do logs go? A: Logs are maintained from record creation. Old closed records may have logs archived but still accessible.