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Log of changes - who deleted a contact, registration, or changed data

Is there a way to find out which admin deleted or changed a contact registration or details.

For example we have an event which a company registered their attendees and paid online. One of the admins deleted the registration. Is there a way to find out which admin deleted that contact?

If this is not available could is possibly be added in the future? I like the fact that the 4.0 service will allow read only admin access which will help with this issue but I am still curious which of my admins deleted that contact.

Regards,

Alma AYala

40 votes
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    THSOATHSOA shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →
    Duncan ToddDuncan Todd shared a merged idea: Archive date and by who  ·   · 
    Goldmine jodyGoldmine jody shared a merged idea: Date stamp notes  ·   · 

    35 comments

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      • AlexSirotaAlexSirota commented  ·   ·  Flag as inappropriate

        Include export contacts logging as well to track who/when/and what fields where exported using the Export feature, please.

      • Brandon LongleyBrandon Longley commented  ·   ·  Flag as inappropriate

        This would useful, it would be good for me to know what information is updated by members and donors, I see there is a date of profile last updated but a log of information about changes would be good.

        Mainly important because I'm updating a volunteer database with information that comes from Wild Apricot such as contact information and addresses and it would make it easier to determine the most up to date information.

        Also it would be easier for me to keep track of the changes I have, and haven't made to contacts such as deleting an address because of a return to sender (RTS), but not making a note in their notes of removing their address due to RTS, otherwise I look at a contact that has a blank address and want to populate it with the one that's from the volunteer database (that could be incorrect).

      • LeBon AbercrombieLeBon Abercrombie commented  ·   ·  Flag as inappropriate

        In particular, we would want to see and be notified of changes in First Name and Last Name (for example, by the member). These are the keys to our customer records in QuickBooks, so surprise changes can be time-consuming.

      • LizLiz commented  ·   ·  Flag as inappropriate

        This would be immensely helpful. The log should record the change date, the admin or user that made the change, what field(s) were changed, and what it was before/after. Optimally, it should also have a Notes text area so that the person who made the change can log why the change was made (e.g. member called in with updated info, fixed a typo, etc.). This is especially important to us since we are a retirement association and members often don't remember the changes that they've reported to us. I've created custom fields so we can at least record the very last change to a record, but this is both inefficient for admins (have to go in and edit a separate section of the member's profile, enter in that day's date, note what type change, etc.) and doesn't keep a history of changes.

      • Jarren KinchJarren Kinch commented  ·   ·  Flag as inappropriate

        I would like a simple addition to this: whenever a change is made to a contact, invoice, payment, refund, etc., the person making the change should be required to add a comment (which would be used to explain the reason for the change). Currently when I look in the audit log, I just see something like "Refund deleted by Treasurer. Amount $20." or "Payment edited by Treasurer. Amount $20." It doesn't explain what the reason was, or what exactly the change was that happened.

      • sreedsreed commented  ·   ·  Flag as inappropriate

        Please add another big YES vote. It's a critical component of basic site controls to be able detect that a change was made and what it was.

      • Evgeny aka Apricot KernelAdminEvgeny aka Apricot Kernel (Product Manager, Wild Apricot) commented  ·   ·  Flag as inappropriate

        You think that you comment should be addressed as a part of either of these two:

        http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8826160-log-of-changes-who-deleted-a-contact-registrati
        (Log of contact changes)

        or

        http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8826226-communications-tracking-crm-10556
        (CRM)

        What do you think? If agree, please add a comment there - so it get higher in priority list.

      • Keith RiceKeith Rice commented  ·   ·  Flag as inappropriate

        With so many administrators, all of whom are volunteers we are finding it very difficult to track changes to Events and Contacts

      • Duncan ToddDuncan Todd commented  ·   ·  Flag as inappropriate

        We definitely need to track changes in a member's level and other status changes through the member's life (offices held, committees served, rank changes, transfers between areas/chapters etc) with our organisation.

        Ideally we'd be able, on a per member basis, to produce a "change log" of all significant updates and changes to a member's record within a date range or on a life-to-date basis.

        In order to get around this we're having to add many, many fields, e.g. first office held from/to dates, second office from/to dates, third office from/to dates etc. This is very clunky. We even tried to have membership levels (at least) tracked using the "audit log" only to discover this log depends on there having been a financial transaction, something we don't do with level changes.

        Please give us some idea of when this "change log" functionality might happen.

        Thanks.

      • Joe_KJoe_K commented  ·   ·  Flag as inappropriate

        Yes, very simple logging of contact database changes is needed. Similar to the 'Last Changed' box.

        Date of change, who changed it, what field was changed, Before Value, After Value

        With turnover in organizations, being able to see changes from years ago, provides assurances of data quality.

        No need to restore, we can re-enter data if someone makes a bad change. But we need to know what the history was.

        Thanks!

      • Woody35Woody35 commented  ·   ·  Flag as inappropriate

        I have one organization in WA and want to bring in another, but tracking changes is a must have especially for a not-for-profit corporation.

      • MikeWMikeW commented  ·   ·  Flag as inappropriate

        Here's another vote. This has been top complaint about WA in general. Yes, it is important to to be able to determine who deleted a contact or registration, but on a more abstract level, each and every change (insert, update, delete) that leads to the "current" set of information should be available to allow a complete transactional history of contacts, members, event sign ups, payments, ...

        Here is an example of what I should be able to extract from the database:

        List in chronological order all transactions for member x to include date their membership record was created, changes to membership status, membership invoices created, membership payment entered, .....

        I've been involved with the development of online database systems for many years. All systems that I am familiar with fall into one of three categories:

        1. System builds a transaction from user input and then applies it to the "current" records and keeps the transactions around as a complete history of how the "current" record got to its current state.

        2. System uses user input to update the "current" record without first building transactions. The only history are any fields that on the "current" records such as "member record creation date". This is typically done by people who have no database experience and do things buy a copy of Microsoft Access and create a Members table to track their members.

        3. System uses user input to update the "current" record as in number 2 above and also writes some basic information to a log file which is better that number 2 but not a robust as number 1.

        So, I would like to know which of these WA is doing and hopefully if it's number one or number 3 I'd like an explanation why you won't make it available. Do you not have the transactional data to share, do you think your customers are not smart enough to use the data, are you afraid you competitors will somehow use this to your disadvantage, do you not have enough staff to implement?

        Based on the thread, it appears that people have been asking for some time for this ability. Have you taken any action to "test the waters" or are you just relying on the number of people that post here?

      • Vicky AllenVicky Allen commented  ·   ·  Flag as inappropriate

        Thank you for the reply. We did have Event changes in Admin (photos replaced, addresses changed), also photos in Board of Directors page replaced. Under Dashboard in Admin, the Organization Details page was changed, listing a name of one of our officers and their data. Is there a way to see who changed this page? Thank you so much for your help with this, Vicky, Past President, ATD Florida Suncoast Chapter

      • kolarsmmjkolarsmmj commented  ·   ·  Flag as inappropriate

        This is a critical enhancement. Right now we only have a few admins, with one person making most of the changes. We are all volunteer, so we want to add more admins to spread out the work, but we are concerned that when something gets changed that shouldn't have, we wouldn't be able to figure out who, when, and how.

      • Anita PassionistaAnita Passionista commented  ·   ·  Flag as inappropriate

        As the Past President of the Central Florida chapter, I, too, would love a feature like this that tracks or keeps a log of whoever made any changes to the site, to events, to contacts, to registration. This would a huge help with any auditing processes we may do. Thank you!

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