Audit Logs

Overview

The Audit Logs page gives administrators a complete, tamper-evident record of the actions people take across your Qability workspace. Every time a record is created, edited, approved, deleted, or moved through a status change, an entry is written here showing what happened, who did it, when, and what changed.

This history is essential for quality and regulatory compliance (such as ISO 9001 and FDA 21 CFR Part 11 traceability), for internal investigations, and for answering "who changed this and why" during an audit. You don't create or edit audit entries yourself — the system records them automatically. Your job is to read, filter, and export them.

To open it, go to the Audit Logs page under Administration. Entries appear newest first.

Key concepts

Each audit entry pairs an action with the module and record it affected. The most common actions you'll see:

Action	What it means
Create	A new record was added
Update	An existing record's fields were edited
Delete / Restore	A record was removed, or brought back
Activate / Deactivate	A record was switched on or off
Archive / Obsolete	A record was retired from active use
Submit for Review / Approve / Reject	A document or step moved through review
Initiate / Complete / Reassign	Workflow lifecycle and routing changes
Invite / Assign Role / Revoke Role / Assign Team	User and access changes
Investigate / Disposition / Close / Reopen	Nonconformance lifecycle changes
Block / Requalify / Share Doc	Supplier actions
Publish / Lock / Rotate / Cancel	Other lifecycle events

Entries are grouped by module so you can focus on one area of the system:

Module	Covers
Document Control	Controlled documents and versions
Workflows	Workflow definitions and running instances
Forms & Records	Form templates and submitted records
Suppliers	Supplier records and qualification
Asset Requests	Asset request activity
Nonconformances	NC records and dispositions
Users & Access	User accounts, roles, invitations
Teams / Org / Products / Tasks	Team, department, product, and task changes
Configuration / Organization / API Keys	Workspace settings and key management

Every entry also captures the performer (resolved to the person's name, or "System" for automated actions), the date and time, and the originating IP address.

How to read an entry

1. Open the Audit Logs page. Each row shows an action badge, the affected record, its type, who performed it, and the timestamp.
2. Where the affected record is still available, its name appears as a link — select it to jump straight to that document, workflow, supplier, or other record.
3. If the entry includes field-level changes, the row is expandable. Select it to open the change detail.
4. In the detail view, Update entries show each changed field with the old value (struck through in red) and the new value (in green). Create entries show only the new values; Delete entries show only what was removed. Fields that hold structured data show a raw toggle if you need the full underlying detail.

How to filter the log

Use the filter bar at the top of the page to narrow the list. Filters combine, so you can stack several at once.

1. Modules — choose one or more modules to limit results to those areas.
2. Actions — choose one or more action types (for example, only Delete and Reject).
3. Performed by — pick a specific user to see only their activity.
4. Start date / End date — set a date range to focus on a particular period.
5. Select Clear to remove all active filters and return to the full list.

tip

For an investigation, start with a Performed by user and a tight date range, then add an Action filter (such as Delete or Update) to zero in on exactly what changed.

How to use audit logs for compliance and investigations

The audit trail is your evidence record during inspections and internal reviews.

1. Filter to the module, user, action, and date range relevant to your question.
2. Expand the entries to confirm the exact before-and-after values for each change.
3. Follow the record links to review the current state of the affected item in context.
4. When you need an export — for an auditor, an investigation file, or your records — open the audit view for the specific record or user and select Export CSV. The export includes the timestamp, action, record type and ID, the performer's name, the IP address, and the old and new values.

note

Audit entries are recorded automatically and are designed to be tamper-evident, so they reflect what actually happened in the system. The main list shows the most recent activity; use filters and per-record audit views to reach older history.

warning

Audit logs can contain sensitive information about people and records. Limit access to administrators, and handle any exported CSV files according to your organization's data-handling and retention policies.