Audit Trail for QuickBase - Setup Instructions

Track record views, additions, modifications, and deletions in any QuickBase Application. The information is saved in the QuickBase "Audit Trail" Application.

NOTE: There are two sets of instructions, one for tracking adds/edits/deletes, and another set to track views. You may follow either one or both sets of instructions depending on the type of tracking you wish to have.

Setup Instructions for Add/Edit/Delete Tracking

1. Install SendToQuickBase - If you have not done so already, download and install SendToQuickBase by clicking here.
2. Import Mapping - Open SendToQuickBase Admin, click the Import button and select the mapping named "Audit Trail".
3. Setup Email Notifications - To setup the Email Notification to track add, edit and/or delete records, in QuickBase perform these steps: (Click here to see a completed form.)
   1. Customize the QuickBase Application for which you wish to track changes, and create a new Email Notification on one or more tables.
   2. Name the Email Notification "Audit Trail".
   3. Set the "Notify Whom" to an email address that will be received by Outlook running SendToQuickBase.
   4. Set the "Notify When" to "modified, added or deleted". Note: If you only wish to track certain types of actions, such as just adds or just modifies, you can change that setting, or even add additional conditions. You can use all of the options available in the Email Notification setup.
   5. If you wish to save the old and new values of fields changed in the records, you must leave the "Message Type" set to "Default" when creating the Email Notification so that QuickBase includes that information in the body of the email message.
   6. The Subject of the Email Notification must be exactly the line below (best to copy/paste the line below):
      
      #Audit Trail# #AppTable: %dbName%# #RecordID: %recID%#
      Be sure not to alter any of the spacing on that line.
   7. It is recommended you set the "Message Format" to "Plain Text Only", but is not required.
   8. For "Single record options", it is recommended you uncheck "Include a copy of...", but not required.
   9. Under "Advanced Options", set the Operations to "only when single...".
   10. Click Save to create the Email Notification.
4. Outlook SendToQuickBase Setup - To setup the SendToQuickBase Automatic Save to the Audit Trail Application, in Outlook perform these steps:
   1. Click on the SendToQuickBase Options button and select the "Auto Save" tab.
   2. Check the box "Automatically save received emails into QuickBase".
   3. Click the "Add Folder" button to select an Outlook folder to be monitored for incoming QuickBase Email Notifications.
      Note: It is recommended, but not necessary, to create an Outlook Rule to move incoming email messages to a sub-folder where the subject contains "#Audit Trail#" and just monitor the sub-folder.
   4. Select the Outlook folder to be monitored for incoming QuickBase Email Notifications.
   5. On the Mappings tab, select the "Audit Trail" mapping.
   6. Optionally, on the Preferences tab, select "Delete item after sending to QuickBase" if you do not wish to save the Email Notification messages in Outlook.
   7. Click OK to save the Auto Save Options, and OK again to save the Options.

Note: Outlook with SendToQuickBase installed must be running to accept the QuickBase Email Notifications and automatically save them into the QuickBase Audit Trail Application.

Setup Instructions for View Tracking

1. Create New Application Variable
   1. Set the Name to AUDIT_TRAIL_DBID.
   2. Set the Value to the dbid of your Audit Trail QuickBase table in your Audit Trail QuickBase Application.
2. Create New Application Page - (Click here to see the page setup.)
   1. Create a new Application Page of type Text.
   2. Name it audittrailviews.js.
   3. Download and open AuditTrailViews.txt. Copy the entire contents to the clipboard, and set the new QuickBase Application page to it's contents.
3. Add New Field - For each table you wish to track record views, add a Formula Text field as follows: (Click here to see the field setup.)
   1. Create a Formula Text field, and check the box "Allow some HTML tags". TIP: Name the field something that won't be noticed on reports, such as "-" (just a dash).
   2. Download and open AuditTrailFormulaField.txt. Copy the entire contents to the clipboard, and set the formula to it's contents.
4. Include New Field on Forms and Reports - Add this new field to all forms and reports. TIP: On Forms, check the box "Use Alternate Label Text", and leave it empty so it's not seen on the Form. On Reports, make it the last column so it's not noticed.
5. Set Permission - Be sure that all users who will view records to be tracked have permission to Add records into your Audit Trail table.

That completes the Audit Trail setup.