Microsoft Dynamics® CRM Training
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Today we're going to take a look at the auditing features provided out of the box in Microsoft Dynamics CRM Online 2011. Specifically, we're going to enable auditing for entities.
It's important to know that this task requires a System Administrator or System Customizer security role, or an equivalent permission.
First, let's select the Settings module located in the lower left. Next, we'll select Auditing in the Navigation pane. Then click Entity & Field Audit Settings.
(The Solution: Default Solution window opens, with the solution components listed on the left, including Entities.)
This is where we decide what we are going to audit, whether that be an entity as a whole, or individual fields within an entity.
Let's open up the Account entity. Then, we'll scroll down to check auditing. By doing so, this enables all fields in Accounts to be audited. If we want to toggle the auditing of individual fields, we can do so in the left navigation pane, but we still must keep this box checked, so we'll go ahead and leave it.
This is where we toggle the individual fields for auditing, underneath Account in the left navigation pane. (Click the arrow next to Account to open the sub-list of components beneath it including Fields.) To show you how to choose individual fields for auditing, we'll choose Fields. Let's say we want to enable just "Account Number" for auditing. We would click Account Number. (You'll notice that the field has three names for different purposes. You'll find "Account Number" in the Display Name column. Double click anywhere on the row to open the field for editing.) From here, we would choose to Enable or Disable auditing. Since we enabled auditing for all fields in the Account entity, we do not need to select one right now.
Next, we publish our customizations by clicking Publish. Now we can close the window.
(We return to Settings > System (group) > Auditing.)
Now we want to make sure that auditing is turned on. To do this, we simply click Global Audit Settings. (The System Settings dialog opens with the Auditing tab selected.) Make sure that the box next to Start Auditing is checked. We see that it is, so we'll click OK. (Note: It is possible to stop auditing globally with this switch without disturbing the entity and field audit settings. When auditing is started again, the entity and field audit selections are also observed. See also the First Steps video at 00:04:57.)
Now let's test out our audit. We'll select Active Accounts. (Navigate to Workplace > Customers group > Accounts, and select the Active Accounts view.) Next let's open an individual account. (Open any of the sample accounts.) Here we'll change the Account Number. Then we'll scroll down and list the No. of Employees at this company. (Type a new number into the field.) Then we click Save.
Since Audit is enabled, we can go into the left navigation pane and see Audit History. (It's under the Common group in the navigation pane for the current Account record—not the main navigation pane for CRM Online.)
Now we can see an audit record. We can see what has changed, who has changed the record, when it was changed, the old value, and the new value.
We can also see a record of all audits in our system. If we go back to Settings > Auditing and click Audit Summary View, here we can see a list of all the audits that have taken place in our CRM Online system.
In this demo we have seen what we can do with CRM Online auditing, right out of the box.
Thanks for watching.