How do you log DocuWare Access?
Archived documents that are part of a workflow process are often modified and updated. This can be true for both document and index data. In many companies, these are critical changes that need to be logged.
Who was the last person to access an archived document? When were the final changes made to an important document? Why can’t a specific document version be found in a file cabinet anymore? These questions and more can be answered with the help of DocuWare’s logging tools.
In the DocuWare Administration, three different levels of logging detail can be activated: on the system, organization, and file cabinet levels. The logs can be set up within Organization within the File Cabinet section. For each file cabinet, logs can be further configured within Options. Logs are made up of two components – a Logging Agent and Logging Target.
Logging entries showing file information for a selected entry
Setting Up a New Logging Target
When creating a Logging Target, you can choose to have the information stored as a text file, an XML file or into a database.
Each approach has its benefits: a text file can be easily mailed, an XML file can be analyzed with an XML Viewer, and a data-base table can be quickly checked and filtered. Please note that the selection of a Logging Target requires an existing data connection setup within system settings.
Setting Up a New Logging Agent
To begin setting up the Logging Agent, decide which information is important and what needs to be kept in protocol.
This information is generally divided into two areas: administrative events (such as when a new field was created in a file cabinet) and run-time events (when a new document is stored in a file cabinet). In order to only monitor document access, all of the standard/default checkboxes in the administrative area must be deactivated. Important: in the last Wizard dialog, you need to define the users who should have their actions logged. Un-check the users here who should be logged.
Logging Document Access
As soon as you have setup a Logging Agent for runtime events in a file cabinet, the Agent will start automatically and begin tracking document entries and writing the information into the previ-ously-configured Logging Target. With the help of DocuWare Administration, you can read the content of the Logging Target. Click on the area labeled Logging within the section Options for each file cabinet and you will see an overview of the existing Logging Agents and Logging Targets. Every Logging Agent has one Target. You can open a Target by clicking on the button in table view.
In the Logging Viewer, a selected logging entry’s information can be opened by clicking on the Details button. In addition, logging entries may be sorted and filtered by using the arrows next to the column names. Above is an example showing that a document DocID:20 was changed by the addition of an annotation. The change was made by a user named Jenkins on 10/28/2008 at 12:00:00 AM.
If you want to export a part of the log information for further analysis, click on the Export button in the Logging Viewer to write the currently displayed information into an XML file. By clicking on the button Export All, the entire log will be turned into an XML file