Information Audit Breakdown

  • Last updated on February 26, 2025 at 12:17 AM

Summary

The information audit tracks and records important changes made within your database to identify the user, entity and action together with date and times changes were made. Learn how to view the changes that are recorded on this report.

Covered in this article:

Viewing the Information Audit

To view the information audit report go to:

  • Trust & Reports > Management > Information Audit
  • Trust - Select a trust account
  • Select either to report by Accounting Period or Date Range
  • Accounting Period - Select a Period
  • Date Range - Enter the Date Range
  • Click View Report

Reading the Report

The report is broken down into the following columns:

  • Date / Time - The date and time that the change was made
  • User - This will display the user that made the change and displays as the short name associated with that User ie. JSMIT is Jane Smith.
  • Entity - This relates to the type of profile the change was made to. If the change was made to a property, owner, tenant or creditor, this will show their ID number
  • Action - The type of change that was made. For example, payment information added
  • Field - The part within the profile that was changed. For example, account number
  • Old Value - The information previously contained in the field
  • New Value - The information that has now been entered within the field

Note:  To search the information audit report for specific information use the 'Find' search tool and search using key words. 

What is recorded on the Information Audit?

  • Company details updated - Including name, description, tenancy invoice days and commercial rent outgoings days, receipt payment clearance days
  • Changes to Trust - Trust created, updated, deactivated or deleted
  • New profiles created or updated - Including owner, management, tenancy, creditor, vendor, buyer 
  • Business role assignments - Management/sales property business role assignment updated
  • Changes to fee amounts - Property, owner and tenancy fee amounts that are added, updated or removed
  • Contact created or removed - For owner, tenant, creditor, vendor, buyer 
  • Changes to contacts - Contact details updated
  • Payment info created or updated - For owners, creditors, vendors, deposit authorities, trusts, tenants
  • Payment info deleted - For owner, vendor, tenant
  • Archived or deleted - For owner, management, tenancy, creditor, vendor, sale agreement, buyer, fees 
  • Direct Debit - Tenancy direct debit configuration - created, updated or deleted, direct debit schedule created, updated or deleted for tenant contact, direct debit bank file generation - update of the total
  • Changes to recurring items - Recurring invoice schedule, recurring invoice item, recurring invoice fee - created, updated or deleted
  • Bulk updates ran (no profile names included) - Owner contact - split statement, tenant contact - receive automatic invoices, receipts, owner contact - bulk update statement delivery and bulk task updates
  • Communication Thread - Bulk update assigned user
  • Sensitive Data Alert actions - Export manage rent roll, edit bank account, create ABA file, profile archived
  • Vacate information - Vacate type, vacate notice received, vacate notice sent, termination date, moving out, charge to, vacate description
  • Automated Communications - This includes trigger days, send type, templates, property filter and when they have been turned on or off
  • Rent roll sale shared
  • Export rent roll valuation/health check, company history deleted, export contacts for active profiles
  • Changes made to the Property Tree idle timeout duration

Note: For databases with multiple trust accounts, some items on the Information Audit display and are filtered by a specific trust account and others at a company level.

For companies setup with multiple trust accounts, you may find items on the information audit that do not pertain to that trust account you have selected due to the information being at a company level.

To view a list, noting how each item recorded is filtered please refer to this file: Information Audit Trust Filtering.pdf.

Finding Sensitive Alert Changes on the Information Audit

All sensitive changes by all users are recorded forever on the Information Audit. 

Important: It is highly recommended to configure sensitive alerts for your company as security layer to protect your business and trust account.

We highly recommend you regularly review your Information Audit Report by date ranges. This is especially important before making any payments out of your Property Tree account to ensure no unknown changes have been made which could result in stolen funds.

Search for Changes

You can search for specific changes to make it easier once the report is generated. As an example, Payment information that has been added, modified or deleted can be found in the Information Audit by: 

  • On your keyboard, press Ctrl + F to open the 'Find' search tool in your browser 
  • Enter 'Payment Info' 
  • Look through each result that is found for this change type