Usage > Audit > E-signature history 

This function is used to view the audit lines related to record modifications in the tables for which signed updates are compulsory.

Reminder on the use of electronic signatures also known as e-signatures.

The activation of electronic signatures involves the mandatory signature by the user of any modification made in a table. This is based on the audit function of tables, aimed at logging data modifications.

Electronic Signature Activation

This activation must be done in the main table for which updates must be signed:

  • Addition of the XFLGPWD - Indic. field E-signature (Data type Local [M]enu [Yes/No]).
    This field indicates the updates need to be signed (the re-entry of the user password is mandatory).
    Without the XFLGPWD field, the electronic signature function is inactive.
    SEEINFO The value of the field is not used, nor updated.
     
  • Addition (optional) of the XMOTPWD - E-signature reason field (optional, [ADI] data type) in order to save the given reason upon signing: when a user signs an update, the field is assigned to the value selected in the ADI 101 miscellaneous table containing the various update reasons.
    This field can be added to the main table only or to all tables involved. Without this field, the reason is not filled.
    SEEINFO Signaling this field at the level of audited field is advised (see below).
Activation of the audit

This activation is necessary on each table for which updates must be signed so that all updates can be systematically saved.
It takes place at the level of the Tables management, for which updates must be archived:

  • Addition of the XCHGNUM - Modification History field used to identify an update batch. A counter used to number the updates manages the field. By default, the ESR sequence number counter is taken: it is incremented by each update; the same value is used in each simultaneously updated table. Thus, at the level of e-Signature history, it is possible to search all fields corresponding to the same update batch from this value.
    Different counter codes can be used according the objects concerned by the electronic signature. It is also possible to use a formula at the level of the counter to save the function which urged the update (GFONCTION).

At the level of the Audit tab ( of the Tables management function):

  • Activation of the indicator(s) of the audit type wanted: creation, modification, deletion.
  • Addition, in the field list audited:
     
    - fields updated by e-signature: XCHGNUM - modification history, and potentially XMOTPWD - e-Signature reason,
    - fields for which saving the update history (saving former and new values) is required.
Examples of implementation

BOMs

  • Activation of e-signatures: field XFLGPWD - Indic. added. E-signature at the level of the BOMD table (BOD abbreviation) and potentially of the XMOTPWD - e-Signature reason field if the reason must be logged.

Modifications are logged in BOM and BOMD tables:

  • Identification of an update batch: addition of XCHGNUM - Modification history field.
  • Activation of the audit on XCHGNUM - Modification history and XMOTPWD - e-Signature reason fields.

Stock update

  • Activation of e-signatures: field XFLGPWD - Indic. added. E-signature at the level of the STOCK table (STO abbreviation) and potentially of the XMOTPWD - e-Signature reason field if the reason must be logged.

Modifications are logged in STOCK and STOJOU tables:

  • Identification of an update batch: addition of XCHGNUM - Modification history field.
  • Activation of the audit on XCHGNUM - Modification history and XMOTPWD - e-Signature reason fields.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Sequence number counters

Header

Presentation

The header is used to enter filter criteria for the lines displayed in the inquiry.

One or several criteria can be saved in the window displayed thanks to the [Criteria] button. The saving is done by recording [Memo] codes that can be called later on [Call memo] or deleted [Delete memo].

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Fields

The following fields are present on this tab :

Block number 1

  • Period start (field STRDAT)

If this date is entered, only those data whose last modification or creation date is later than or equal to it are viewed in the inquiry.

Except if there is a memo that specifies its value, the default value for this date is defined by the DATEDEBDFTuserparameter.

  • Period end (field ENDDAT)

If this date is entered, only those data whose last modification or creation date is earlier than or equal to it are viewed in the inquiry.

Except if there is a memo that specifies its value, the default value for this date is defined by the DATEFINDFTuserparameter.

It is used to define a filter on the audited table. If this field is entered, only those lines relating to the table in question are viewed.

  • Change histo. (field CHGNUM)

This field is used to define a filter on the sequence number counter value, assigned to the same update batch in the audit table.

By default, only the audit lines related to the fields specific to the e-Signature function (XCHGNUM - Change histo. and XMOTPWD -e-Signature reason) are displayed.
When entered, this field authorizes the search of the other fields corresponding to the same update batch, identified by the entered number. The set of updates is displayed in this case only.

Block number 2

It is used to define a filter on the user code. If this field is assigned, only those modifications made by the corresponding user appear in the inquiry.

  • Login (field LOGIN)

It is used to define a filter on the user login code. If this field is entered, only those modifications made by the users connected under the corresponding login code appear in the inquiry.

To view only those modifications made directly to the database without going through the software, the External login code needs only to be selected (by right click).

  • Event (field EVENEMENT)

It is used to filter the lines to be presented on the event at the origin of the audit. In the absence of any values, all the lines are presented, but if a filtering is required, only 3 values are possible:

  • INSERT (to view all the creations)
  • UPDATE (to view all the modifications)
  • DELETE (to view all the deletions)

Only the first character (I,U,D) needs to be entered for the entry to be completed in this field.

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Tab E-signature

Presentation

This tab displays all audit lines the fields related to e-Signature function in a table. XCHGNUM - modification history, and XMOTPWD - e-Signature reason,

The detail of an update with e-Signature, i.e. the search of other fields corresponding to the same update batch in the audit table is possible by specifying in the Modification history the counter value allocated to the field XCHGNUM - Modification history  which identifies the update batch.

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Fields

The following fields are present on this tab :

Grid

  • Sequence no. (field SEQ)

Unique chronological number assigned upon releasing of the audited event. A single chrono is assigned by record at the origin of the audit : if several fields can be logged, an identical chrono number is found on all the corresponding lines.

It corresponds to the table in which the audited event took place.

  • Date (field DAT)

It defines the system date on the data server at the moment of execution of the audited event.

  • Time (field HOU)

It defines the system time on the data server at the moment of execution of the audited event.

  • Event (field EVT)

It defines the type of audited event. There are three possible choices:

  • INSERT defines a line creation. In this case, the field previous valueis empty, and the new value fields contains the value of the field at the time of the creation.
  • DELETE defines a line deletion. In this case, the field new valueis empty, and the previous value fields contains the value of the field before the deletion.
  • UPDATE defines a line modification. In this case, the previous valuecontains the value before modification, and the new value field contains the value of the field after modification.
  • Key (field ID1)

It defines the key value of the record at the origin of the audit, when the key is composed of a single field. When it is composed of several fields, only the value of the first field is stored here.

The key identifying the record is defined in the Audit tab of the tables management. By default, it is the first key.

  • Secondary key (field ID2)

When the key of the record at the origin of the audit is composed of several fields, the value of the fields can be found here in the proper order from the second field, these fields being separated by the ~ character (tilde).

The key identifying the record is defined in the Audit tab of the tables management. By default, it is the first key.

  • Field (field COL)

It defines the audited field in the form FIELD in case of a non-sized field, and FIELD(INDEX) if the field is sized.

  • Previous value (field OVAL)

In case of modification or deletion, the value of the field before the operation can be found here.

  • New value (field NVAL)

In case of modification or creation, the value of the field after the operation can be found here.

  • User (field ADOUSR)

It defines the user code (in the meaning of the software) that triggered the audited event.

If the event has been triggered outside of the software, this field is empty.

  • Login (field SYSUSR)

It corresponds to the system login of the user at the origin of the audited event. If the event has been triggered outside of the software, the login that appears here is External.

  • Client (field ADRCLI)

It defines the address (in the network meaning) of the user at the origin of the audited event. If this address cannot be determined, the field is entered with Unknown. This is namely the case for all the modifications performed outside of the software.

  • Workflow status (field STA)

This status is used to find out if a Workflow has been requested on this audit. It can take the following values:

  • None: The Workflow box is not checked in the audit parameterization for the corresponding table.
  • To process: The Workflow box is checked, but no Workflow event of the Manual type based on the run thgrough of the audit table has processed a notification and updated this field.
  • Processed: The Workflow box is checked, and a later notification processing took place.

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Action icon

Tunnel

The right-click allows the user to view the record by entering in the corresponding function when an object of the software manages the audited and signed line.

 

Close

 

Specific Buttons

This button displays a window allowing:

  • The entry of filter criteria,
  • The saving of one or several sets of criteria by recording [Memo] codes that can be called later on [Call memo] or deleted [Delete memo].

Error messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation