Worldox Practice Tip #4 – How to run an audit query in Worldox

Worldox audit trails lets you figure out who moved, changed or deleted files.  The audit trail begins as soon as the document is profiled.  It tracks events and users associated with the files and saves the to the audit database.

Run an audit query

  1. Select Search from the Audit pull-down menu. That opens the Audit > Search dialog:

In the Audit > Search dialog:

  1. Select the date or date range in which to search.
  1. Click field_downarrow.gif to the right of the left-side Events from field to select a start date for the search. Or, you can enter a date in the right-side field, or click field_downarrow.gif there to select the date from a pop-up calendar.
  2. Click field_downarrow.gif to the right of the left-side field thru select an end date for the search. Or, you can enter a date in the right-side field, or click field_downarrow.gif there to select the date from a pop-up calendar.
  1. Identify profile group(s) for your search.
  1. Now click profile_group_btn_90.gif to open the Select Profile Group dialog.
  2. In the Select Profile Group dialog, double-click the profile group within which you want to search, or select the group(s) and click selecti_btn.gif in the toolbar.

Note:  If you select more than one profile group, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click continue_check_90.gif.

  1. Identify profile fields/codes to refine the search. (optional)

Note:  Field selections are optional at this point. To search by Doc ID and/or Description only, skip this step; go directly to Step 6.

  1. Back in the Audit > Search dialog, click profile_fields_btn_90.gif. That opens the Profile Group Field Filters dialog. Here you see the numbered profile fields defined for the profile group(s) selected in Step 4. Values can be selected or entered here to further refine criteria for the audit query. All fields except Profile Group are asterisk-filled as the dialog opens.

Note:  If more than one profile group was selected in Step 4, you would only see the fields that are shared by both (or all) profile groups chosen. If no fields are shared by the groups selected, there are be no additional selections to make in the Profile Group Field Filters dialog; the dialog is empty but for the Profile Group button and field.

  1. In the Profile Group Field Filters dialog, select or enter field values to refine the search (optional).

        If you make no changes, that tells Worldox to include every document in the selected profile group(s) in the query.

        Or, click left-side field buttons to select or enter one or more items for any field used to further target the query in profile field table dialogs.

  1. In each profile field table dialog, select a value, then click selecti_btn.gif. Or, just type the code into the field to the right of the field button if you know it.

Example:  Here, the user has selected a client in the Client field. If that’s the only selection made in this dialog, the audit query would target all documents in the Firm Client Files profile group, where Client= Pintchik, Nathan (inc.)

  1. Click ok_button_90.gif when you are done identifying profile field values.
  2. Specify document ID/name criteria. (optional)

Back in the Audit > Search dialog:

        Enter a full document number in the Doc ID field, to target a specific document in the selected profile group(s).

        OR, enter a full or partial document description in the Description field. You can use quotation marks to specify an exact line of text.

Examples:

        Entering “Administrative Division” targets only files with that exact Description saved in the document profile.

        Without quotation marks, typing that same phrase targets any documents containing both words typed in the Description profile field.

Note:  How text search works here depends on how Worldox Search Preferences are set. To check how search works at your site, select Preferences > Worldox from the Edit pull-down menu in the main Worldox window. Then, in the left-side pane of the Edit > Preferences  dialog, click Find Files Options. Check the Default Interword Boolean preference on the right-side list.

  1. Identify users of interest.
  1. A include_btn_90.gif button appears just to the left of the users_90.gif button. That means actions take by users selected here will be included in query results. If you would rather exclude certain users – meaning file history from all others could be found in the search – click exclude_btn_90.gif.
  2. Click users_90.gif. That opens the Select User dialog (a standard dialog in Worldox).
  3. In the Select User dialog, highlight (select) the users for whom you want to see document activity (or who you want to exclude), then click selecti_btn.gif in the toolbar.

Note:  If you select more than one user, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click continue_check_90.gif.

  1. Identify file events of interest.
  1. A include_btn_90.gif button appears just to the left of the event_btn_90.gif button. That means events selected here will be included in the audit query. If you would rather exclude certain events – meaning that all other events could be found in the search – click exclude_btn_90.gif.
  2. Click event_btn_90.gif. That opens the Events dialog, which lists all the events (file actions) Worldox tracks.
  3. In the  Events dialog, highlight (select) the events you want to find, (or which you want to exclude), then click selecti_btn.gif in the toolbar.

Note:  If you select more than one event, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click continue_check_90.gif.

  1. When the Audit > Search form is filled out to your satisfaction, click ok_button_90.gif to run the completed query.

The audit query looks for activity on files matching the criteria you just specified.

        If file activity matching query specifications was found, you see this message.

        Otherwise, results display in a second Audit > Search dialog.