Audit System - User Guide

Audit Log Types

📧Email

Tracks all email communications sent from the system including recipient, email type, delivery status, and batch operation association.

Tracked Data: Recipient email, email type, delivery state (SUCCESS/ERROR/QUEUED), batch operation ID, error messages

💰Payment

Records all payment transactions including person name, amount, payment type, receipt number, and email receipt delivery status.

Tracked Data: Person name, payment amount, payment type, receipt number, Stripe session ID, email receipt status

🎯Pledge

Logs pledge creation and completion including person details, pledge amounts, assignment counts, event types, and parasha information.

Tracked Data: Person name, total pledge amount, assignment count, event type, parasha, completion status

📦Batch Operation

Tracks batch operations like bulk emails, tax receipts, and account reviews with success/error/skipped counts and operation details.

Tracked Data: Operation type, success count, error count, skipped count, batch operation ID, processing time

⚠️Error

Captures system errors with severity levels, error messages, stack traces, and context information for troubleshooting.

Tracked Data: Error message, severity (CRITICAL/HIGH/MEDIUM/LOW), stack trace, batch operation ID, context

👤User Action

Records user-initiated actions throughout the system for accountability and activity tracking.

Tracked Data: Action type, user ID, timestamp, affected resources

📝Data Change

Logs modifications to critical data including before/after values for complete change history.

Tracked Data: Changed fields, previous values, new values, change reason

View Audit Log browse

Access the complete audit log from the main menu. The log displays all system activities in a sortable, filterable table with expandable rows for detailed information.

Sortable Columns: Click column headers to sort by timestamp, type, or user
Expandable Rows: Click any row to view complete details and metadata
Record Count: See total loaded records and filtered results
Page Size Control: Choose 50, 100, 200, or 500 records per page
Load More: Pagination button to load additional records
Color Coding: Visual indicators for different audit types and statuses

Timestamp: Date and time of activity

Type Badge: Color-coded audit type

User Display: Name, email, or user ID

Summary: Quick overview of activity

Performance Optimization

The audit log loads records in batches for optimal performance. Use the page size selector to control initial load size based on your needs and connection speed.

Filter & Search refine

Use powerful filtering options to find specific audit entries. Filters work client-side on loaded records for instant results without additional database queries.

Type Filter: Filter by audit type (Email, Payment, Pledge, etc.)
Date Range: Last 24 hours, 7 days, 30 days, or all time
Email Filters: Recipient email, email type, delivery status
Payment Filters: Person name, payment type, receipt number
Pledge Filters: Person name, event type, parasha
Batch Operation Filter: Filter by batch operation ID
Active Filter Chips: Visual display of active filters with quick removal
Clear All: Remove all filters with one click

Collapsible Panel: Expand/collapse filter controls

Filter Count Badge: Shows number of active filters

Type-Specific Filters: Additional filters based on selected type

Instant Results: Client-side filtering for speed

Filter Scope

Filters apply only to currently loaded records. If you don't see expected results, load more records first, then apply filters to search the expanded dataset.

Review Details inspect

Click any audit entry to expand and view complete details including all metadata, context information, and type-specific data fields.

Full Metadata Display: All captured data fields shown in organized format
Entry ID: Unique identifier for reference and tracking
Email Details: Recipient, type, delivery state, batch operation link
Payment Details: Person, amount, type, receipt number, Stripe info
Pledge Details: Person, amount, assignments, event, parasha
Error Details: Message, severity, stack trace, context
Batch Operation Details: Operation type, counts, processing info
Retry Functionality: Retry failed emails directly from audit log

Organized Display: Metadata grouped logically

Copy Support: Easy copying of IDs and values

Linked Data: Batch operation IDs link related entries

Action Buttons: Retry emails, view related entries

Batch Operation Tracking

Batch operations create a parent audit entry with a unique ID. All emails and errors from that batch include the batch operation ID, allowing you to track all related activities together.

Email Notifications alerts

Subscribe to email notifications for specific audit types and error severities. Receive real-time alerts when important activities occur or errors are logged.

Type Subscriptions: Choose which audit types trigger notifications
Severity Subscriptions: Select error severity levels to monitor
CC Recipients: Add additional email addresses to notifications
Enable/Disable Toggle: Turn notifications on or off without losing settings
Email Content: Subject includes business name, type, and severity
Direct Links: Click email links to view full audit entry details
Support BCC: High and critical errors automatically notify support

Flexible Selection: Mix and match types and severities

Multiple Recipients: CC additional team members

Real-time Alerts: Immediate notification on activity

Persistent Settings: Saved preferences across sessions

Notification Volume

Be selective with subscriptions to avoid email overload. Consider subscribing only to errors and critical batch operations rather than all email logs, which can generate high volumes.

Pro Tips & Best Practices

Batch Operation Tracking:

Use batch operation IDs to track all emails and errors from a single batch
Filter by batch operation type to review specific campaigns or operations
Check batch operation summary for quick success/error counts
Review individual email entries for detailed delivery information

Email Delivery Monitoring: Filter by Email type and delivery state to identify failed emails. Use the retry functionality in the metadata display to resend failed emails. Check error messages for specific failure reasons like invalid addresses or server issues.

Payment Reconciliation:

Filter by Payment type to review all transactions
Search by receipt number to find specific payments
Check email receipt status to verify confirmation delivery
Use Stripe session IDs to cross-reference with Stripe dashboard

Error Investigation: Subscribe to high and critical error notifications for immediate awareness. Use the stack trace in error details for debugging. Check batch operation ID to see if errors are part of a larger operation. Review error context for additional troubleshooting information.

Performance Optimization: Start with a smaller page size (50-100) for faster initial load. Load more records as needed for deeper searches. Use date range filters to limit scope before loading additional records. Clear filters between different searches to avoid confusion.

Regular Auditing: Review audit logs weekly to identify patterns or recurring issues. Check email delivery rates to ensure communications are reaching members. Monitor payment logs for transaction accuracy. Review error logs to catch and fix problems early.

Notification Strategy: Subscribe to error logs with medium severity and above for proactive monitoring. Add your team's email addresses to CC for shared awareness. Enable notifications for batch operations to track campaign completion. Disable notifications temporarily during testing to avoid alert fatigue.

Data Retention: Audit logs are retained indefinitely for compliance and historical reference. Use date range filters to focus on recent activity. Export or document important audit entries for external records. Regularly review old entries to identify long-term trends.

Troubleshooting Failed Emails: Check delivery state for specific failure reasons. Verify recipient email addresses in person records. Review batch operation logs for systematic issues. Use retry functionality after fixing underlying problems.

Need Help?

The Audit System provides complete transparency and accountability for all system activities. With comprehensive logging, powerful filtering, and email notifications, you can monitor operations, troubleshoot issues, and maintain accurate records of all transactions and communications.

Remember: Audit logs are your source of truth for system activity. Regular review helps maintain data integrity and catch issues early.