Lesson 2.5: Audit Logs

Maintaining data integrity and strong internal controls is essential for nonprofit accountability. To support this, FastFund Online features a comprehensive Audit Log that tracks every single entry entered into the system.

Whether an employee’s salary is changed, a new user is created, or a payroll transaction is posted, the system records the exact date, time, and user responsible for the activity. This helps you trace the history of an entry, identify which users have entered or modified information, and maintain a secure environment.

Important Security Note: Because the Audit Log contains sensitive system-wide data, it is only available to users who hold Company Administration rights.

Data Retention Policy FastFund Online retains all Audit Logs for up to 24 months. Once you begin your 25th month of using the system, the earliest month’s audit logs are automatically purged to maintain optimal database performance.

Accessing and Filtering Audit Logs To view the system history, navigate to the horizontal Main Menu, select Administration, and then click on Audit Logs in the vertical Task Menu (or click the Audit Logs icon).

[INSERT SCREENSHOT: The ‘Audit Logs’ window displaying the Log Type drop-down, Action drop-down, User drop-down, Date fields, and the blue ‘Filter’ button]

Because the Audit Log tracks all system activity, the list of records can be extensive. You can use the built-in filters to isolate exactly what you are looking for:

1. Log Type: Select the specific data category you want to view from the drop-down menu (e.g., Employees, Users, User Groups, Transactions, Accounts, or W2s).
2. Date Range: Enter the From and To dates to define the specific time period you are auditing.
3. User: If you want to track the activity of a specific staff member, select their name from the User drop-down.
4. Action: Select the specific type of activity you are auditing: Create (for new additions), Update (for modifications), or Delete.
5. Generate the Log: Once your parameters are set, click the Filter button.

Reviewing Audit Log Details The generated Audit Log display will provide a detailed grid containing the following information for each record:

• ID: The identification number of the item.
• Item: A description of the item.
• Date: The exact date and timestamp of the entry.
• Action: The type of activity (Create, Update, or Delete).
• User: The name of the user who entered or modified the data.
• IP: The specific IP address of the computer where the user logged into FastFund.

[INSERT SCREENSHOT: The Audit Log display grid showing columns for Date, Action, and User, with a cursor hovering over the Magnifying Glass icon to the left of a record]

Drilling Down for Before and After Data If you need more information about a specific entry, simply click the Magnifying Glass icon next to the record. If the action was an “Update” or a “Delete,” the system will display the detailed before and after data, allowing you to see exactly what information was changed or removed.