Record who did what, and when, and download the results
Audit trails show who performed what action on a portal, and when it happened. Download the resulting records as a CSV file for your organization's records.
Availability: all customers
This feature is available for both top-level and sub-portals.
Audit trails: overview
Audit Trails is an interface-based tool for admins to show activities within a portal, specifically:
- who made changes in LearnUpon
- what changed in LearnUpon
- when these changes happened
With this information admins can:
- reconstruct events and fix errors
- advise on best practice to avoid future mistakes
- compile data for compliance reports
Audit trail filters
The default view of Audit Trails is of all actions, with the most recent actions first, aka in descending order. When you select Clear all, LearnUpon returns to this default display.
LearnUpon tracks the following high-priority activities on your portal, as filters in the Action dropdown menu:
-
Enrollment actions
- User set complete on a course, including bulk actions
- User unenrolled from a course, including bulk actions
-
User actions
- User deleted
- User login disabled
- User login enabled
-
Course actions
- Course deleted
- Course archived
-
Learning path actions
- Learning path deleted
- Learning path archived
-
Exam actions
- Exam attempts reset
-
Group actions
- Group deleted
- User removed from a group
The Source filter lists who, or what feature, started the action, with the following options:
- API
- Admin
- Admin (bulk)
- Batch upload
- Dynamic rule
- Group
- Learning path
- Learning journey
- Catalog
- Other
The Date range filter lets you select the following broad ranges:
- Last 7 days
- Last 30 days
- Last 60 days
- Last 90 days
Audit trail data displayed
Date and time tells you when the action happened.
Initiated by shows the name of the person who performed the actions, when the actions happen through the LearnUpon interface. The field lists Automation for actions performed through batch user import, dynamic rules and API automations.
Impacted user refers to the learner involved in the action, if applicable.
Impacted data refers to the course or resource involved in the action.
Date range for audit trails is up to 90 days.
You can view the results from any filter as an ASC (ascending) or DESC (descending) list.
The following screenshot shows the Action drop-down menu with 2 actions selected, before selecting Apply. The view is also filtered to the last 60 days.
Handling deleted content
When an admin or an automated process deletes content from the portal - including learner accounts, groups, courses and learning paths - you can no longer access it.
Audit trails can display the name of the deleted item, and the time, date and person or process responsible. If you select the item, you get a message that you can't access the item anymore:
- for learner accounts and groups, the message says Resource not available
- for course content the message says You are not authorized to view this resource
The following screenshot shows an example of the message, for a deleted course.
Access permissions
All admins: can access and filter audit trail data on portals and sub-portals
Access and view audit trails
- From main navigation go to Audit Trails.
- Filter the display using 1 or more options:
- Actions
- Source
- Date range
- For the column orders, select ASC/DESC for the Date and time column.
- Select Reset filters to start over.
- Select Export to download a CSV file of the selection onscreen.
Tip: to keep a long-term record of your audit trails, download the CSV file of your portal's actions every 90 days to store outside of LearnUpon.
See: