This Help topic refers to the following editions:
þ Enterprise þProfessional
With Event History in DocuXplorer, you’ll have full visibility into your document activity and a detailed log of every action taken—who did it, when, and what changed. This level of transparency strengthens compliance, supports audit readiness, and helps you quickly resolve discrepancies or security concerns. Maintain full document control—monitor document versions, user activity, and index changes in real time and ensure data integrity throughout your document lifecycle.
The Document Event History, available from the document right-click menu, consists of a list of actions taken on the document.
Users must choose to allow document logging from the Desktop Tools/Options/Administrative menu. Use the check box to allow document logging.
Often called an audit trail the Document Event History is used to determine the actions taken on a particular document. This feature is a requirement for HIPAA compliance.
The log displays the following data:
Subject field data - the index data entry in the subject field
Event Type
Document Added - the document was added
Document Opened - the document was opened
Document Closed: Viewed - the document was viewed and then closed
Document Closed: Version Created - the document was viewed, modified, a new version of the document was created and the document was closed
Document Closed: Image Modified - the document was viewed, modified and saved
Document Closed: Index Modified - the document was viewed, the index information modified. You can view new document index data in the Field Values item on the Event Log List View
Printed - the document was printed. If "Require User Description" is enabled you can see the data entered in the Field Values item on the Event Log List View
Document E-mailed - the document was e-mailed. If "Require User Description" is enabled you can see the data entered in the Field Values item on the Event Log List View
Document Deleted - the document was deleted
Document Version Deleted - a version of the document was deleted from the Show Versions List of the Document List View
Document Checked Out - the document was checked out for editing by a user. If "Require User Description" is enabled you can see the data entered in the Field Values item on the Event Log List View
Document Checked In - the document was checked in after an edit is completed by a user
.. Value Reassigned - an index value has been reassigned to another column.
Exported - the document was exported to a folder on a hard drive. If "Require User Description" is enabled you can see the data entered in the Field Values item on the Event Log List View
Document Merged - the document was merged with other documents.
Converted to ... - the document will be converted to a PDF or TIFF as determined by the print driver being used.
Document Duplicated from - the document was duplicated from (document name)
Document Closed: Attachment Deleted - a document associated to an index entry, either an Associated Application Document or Image Document, has been deleted in the Document Window and the index data of the document record still remains
“Associated Application Document Viewer” Events:
Pages Substituted - a document's associated file has been replaced with a different file (for example, the wrong Word file was associated with a set of index data. In the Associated Application Viewer you Import a new file to be associated with the index data.)
Pages Appended - pages have been appended to a PDF from the Associated Application Document Viewer
“Image Document Viewer” Events:
Pages Inserted - pages have been inserted into a TIFF image document
Pages Deleted - pages have been deleted from a TIFF image document
Event date and time - the time and date of the event
Field Values - the index data associated with the document including the names of email recipients of the document. Each field in the index set will display the current value of the field at the time the event was completed. You can also tell if a field has been modified by the "modified =" variable in the Field Values column.
Creation time and date - the date and time the document was added to the DocuXplorer database
Event operator - the name of the user who performed the event action
Delete Events from the Library Event Log
Log into DocuXplorer as Administrator
Click Tools < Options from the top menu
Click “Administrative” in the left pane
Set “Limit Number of days to view” to: 0
Click Save & Close
Click Tools < Library Event Log from the top menu
Select the events to delete (use ctrl + click to select multiple events, shift + click to select multiple consecutive events, or ctrl + A to select all events)
Click File < Delete to delete the events
Tip:
See the <Tools><Options><Administrative> to turn on "Require User Description when E-mailing, Printing or Exporting".
The Document Event History provides users with the ability to filter data and create customized views as well as print or export the data contained in the complete or filtered list. Please click the following link to the Library Event Log which can be filtered, printed and exported in the same manner.
Data in the Document Event History cannot be deleted in compliance with HIPAA regulations.
