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User Management - Settings Log

Learn how the CRM logs changes made for an account.

Ruba

18 Dec, 2023 - Updated 11 months ago

Introduction

Was there a change in the CRM settings that you do not remember making? Want to know about a user’s activity on the Settings page?

The Settings Log can provide you with all this information and more.

The Settings Log records all the changes made to CRM settings. When you know what changes were made, it helps you troubleshoot problems better.

Consider the example below.

Ari Gale, VP of Sales, creates a workflow with the following specifications.

Module: Opportunities
Condition: The sales Stage is the Value Proposition
Action: Create a follow-up event

Chris Tellmore, who is a Sales Manager, modifies the workflow as follows.

Conditions: The sales Stage is Value Proposition, and the Expected Close Date is two weeks later
Action: Send a follow-up email to the customer

In this scenario, Ari Gale would not know who had made the changes or if any changes were made unless he checked the workflow himself. With the Settings Log, Ari Gale can audit the activities done on settings and get all the details at a glance.

Now that we know what the Settings Log is used for, let us learn in detail about it.

Feature Availability

This feature is available in One Professional, One Enterprise edition of the Vtiger CRM.

Benefits

The following are the benefits of Settings Log:

User Accountability: Each login is associated with a specific user account, allowing you to track user activities within the CRM.

Personalized Experience: Each user can have their own login credentials, allowing them to customize their CRM experience based on their preferences and requirements.

Access Control: With login settings, you can define user roles and permissions, granting different access levels to individuals or groups.

User Collaboration: You facilitate collaboration among your CRM users by enabling logins.

Multi-Device Access: Users can log in to Vtiger CRM from various devices, including computers, tablets, and smartphones.

Key Terminology

Field Name	Description
User Name	The name of the user who made the change.
Module	The module in which the change was made, for example, workflow, Groups, etc.
Record ID	The unique ID of the record was changed. This value is not available in the CRM. It is fetched from the backend.
Record Label	The name of the record on which the change was made.
Changed On	The date and time of the change.
Status	The type of change: Created - The record was created Updated - The record was updated Deleted - The record was deleted
IP Address	The IP address of the user who made the change.
Data	The data that was changed. Note: When Status = Updated, you can see the Pre-values (values that existed before the update) and Post-values (updated values).

Accessing the Settings Log

Note: To access the Settings Log, you must be an Admin user.

Follow these steps to access the Settings Log:

Click the User Menu on the top right corner of the CRM screen.
Click Settings.

Look for the User Management section.
Click Settings Log.

When you land on the Settings Log page, you will see the information listed below.

Applying Filters in the Settings Log

You can filter the Settings Log by user, date, and module. You can filter by all the parameters simultaneously or by a single parameter.

Follow these steps to filter the Settings Log:

Log in to the CRM.
Click the User Menu on the top right corner of the CRM screen.
Click Settings.
Look for the User Management section.
Click Settings Log.

Apply the filters as follows.
1. Filter by user:
  1. Click the drop-down on the top left side of the column names.
  2. Select a user.

Filter by date range:
1. Click inside the Select date range text area.
2. Pick the start date from the left and the end date from the right side.
3. Click the Close button.

Filter by module:
1. Click the Select Settings drop-down.
2. Pick a module.

Click the Search the located on top of the first column name.

Note: You can also use the shortcuts shown below the calendar to set the date range.

You will see the log filtered by the options you select in Step 5.

Note:

You can skip to the next and previous pages by clicking the right and left arrows located on the top right side of the page.
Refresh the page (CTRL+R) to clear the filters.

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