Activity Tracking

What is Activity Tracking?

The Activity Tracking module in XoroERP logs all user activities and transactions across the system, capturing details such as module, reference number, description, user, and timestamp to provide complete operational visibility.

It is designed to maintain a comprehensive audit trail by recording every action performed by users. These logs are accessible based on predefined security permissions, ensuring transparency, accountability, and compliance while safeguarding sensitive operational data.

With the latest enhancement, Activity Tracking now records field-level changes across key modules such as Sales Orders and Purchase Orders, allowing users to view both old and new values of updated fields. This strengthens traceability, ensures data integrity, and provides a clear historical record of modifications.

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Key Benefits:

• Maintains a centralized audit log of all system activities

• Ensures transparency and accountability across modules

• Tracks both transaction-level and field-level changes

• Records old and new field values for improved traceability

• Provides quick access to activity logs directly from transaction screens

• Enables filtering, advanced search, and export for analysis and reporting

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Enhancement:

Feature Name: Activity Tracking Enhancement

Access Requirement:

Access must be granted through Access Manager. Once access is enabled, users can view activity tracking data across supported modules.

Activity Tracking Module Location:

Menu → Admin → Activity tracking

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Functionality:

1. View Activity Log from the Activity Tracking module

• The activity tracking module records the transaction type, activity description, transaction reference number, and activity time. Here, you can review all the activities as they are recorded in real-time.

• The grid includes the following fields to capture key details of each recorded transaction:

Fields	Description
Txn Type	This field logs the module name linked to the transaction. For example, if a user creates a Sales Order, this field will note 'Sales Order' as the transaction type.
Txn Ref	This field contains a unique reference or identifier associated with each transaction. For instance, if the user has updated a sales order, this field will record the sales order number. It helps to trace and cross-reference related information or events.
Description	This field provides a description or summary of the activity or transaction.
Create Datetime	This field logs the exact date and time when the activity was performed.
Created By	This field documents the username of the individual who initiated the activity.

• The Activity Tracking module logs the old and new values of updated fields for their respective modules, providing enhanced traceability of record changes. Below are the filter options available located at the top-left corner of the screen:

  • Module: Select a specific module to display activities related only to that module.

  • User: Filter results by the username of the individual who performed the activity.

  Additionally, you can use the advance search to narrow down to specific transactions or activities.

• Use the "Export" button located at the top-right corner of the screen to export the activity data in your desired format.

1. View Activity Log for a Specific Record

• A new Show Activity option has been added to the Options dropdown in every Create/Edit page (e.g., Create SO, Create PO).

  • Clicking this option opens a popup window displaying activity logs for the selected record.

  

  • Users can quickly review change history without manually navigating to the Activity Tracking module.

  
• A similar Show Activity option is available at the line-item level within Create/Edit pages.

  • Users can right-click on a specific line item and select Show Activity.

  

  • The system displays tracking details specific to that line.

  

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Operational Notes and Best Practices:

• Grant access only to authorized users to maintain audit security.

• Use field-level tracking to investigate record updates or discrepancies.

• Regularly review logs to ensure compliance and operational accuracy.

• Export activity data periodically for audit documentation and backup.

• Leverage line-level tracking when validating detailed transactional changes.

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Conclusion:

The enhanced Activity Tracking module provides a powerful auditing framework by combining transaction-level logging with detailed field-level change tracking.

With new Show Activity options, real-time visibility, and robust filtering and export tools, users can seamlessly monitor updates, maintain accurate records, and ensure compliance—delivering stronger audit controls and improved operational accountability across XoroERP.