About Document Action Log

Administrators can use the Document Action Log feature to record and log into an SQL table all the information related to document/record access by an Upland AccuRoute Web Client user. The SQL table is created by default in the Archive Database and is named ActionLog.

Historically, user access to documents via the Web Client was captured through the job activity logs associated with individual jobs. However, limitations with internal format of data storage meant that this data was not easily accessible. Now, with the Document Action Log feature, Administrators can use familiar reporting tools to monitor and report on user/document activity.

This is particularly useful to companies within the Healthcare environment where Administrators are routinely required to trace user access to a specific document or set of documents, as well as all the documents a specific user may have accessed, for HIPPA compliance reasons.

You can place the SQL table ActionLog in any location accessible by the server. The management of the schema should be done by the Server Administrator via normal SQL database table management. (In this sense, its management is similar to management of the Billing/CostRecovery table.)

Note: The ActionLog table is updated only when a user searches for or views configured Volume Lists with the Web Client. As the user selects (either implicitly or explicitly) a document contained in a Volume List, an entry is made in the ActionLog table.

You can configure the Document Action Log by using the Server Administrator > Volume Lists node.

To configure the Document Action Log

  1. Click Start > All Programs > Upland AccuRoute > AccuRoute Server Administrator.

  2. In the console tree, expand the Server Administrator and right-click Volume Lists.

  3. Select Properties to open the Volume Lists Properties page.

  4. You can use the Logging tab to manage the database connection to the document action log table.

  5. Select the Enable collection of document actions option and verify that the ActionLog table is selected in the Table drop-down menu.

Note: By default, the data ActionLog feature is enabled. You can disable it if you do not require log document access.

  1. All columns listed in the Select the columns to populate section are selected by default. The following table shows the columns that must be selected.

Column

Supported Value

Limited To

Description
Properties NTEXT   The entire set of properties for the audit log are stored as an XML blob.
prAutoNumberValue Integer, Identity   This is used to guarantee ordering as date created is not precise enough.
prDateCreated Date/Time   The date and the time the entry was made.
prGUID NVARCHAR 36 characters This is the unique identifier for this entry.
prLogSource NVARCHAR 12 characters This is the identifier for the source of the entry from Web Client.
prLogType NVARCHAR 12 characters

This is the Type of entry being made.

SRCH:AVIEW - Log entry was made when the user searched and the first item was auto-selected

SRCH:VIEW - Log entry was made when the user searches and they manually selected the document to view
prServerName NVARCHAR   This is the name or IP Address of the system from where the user logged into the Web Client.
prUserName NVARCHAR   This is the name of the user (domain/user in most cases) for whom the e log entry should be made.

  1. Select the DMS Custom Field option. In the text box, enter the property name (AccountNo, etc.). Click OK.

  2. Click OK.

  3. Create a MEDITECH connector. To do so, right-click Connectors and select New AccuRoute connector for > MEDITECH.

  4. Create a Filescan connector. To do so, right-click Connectors and select New AccuRoute connector for > Filescan.
    Set Filescan to Virtual mode.

  5. Create a volume list to ObjectArchive. To do so, right-click Volume Lists and select New Volume List using > ObjectArchive.
    Index the four properties (created in Step 3). Add all properties to indexing on Active and other Volume Lists.

  6. Create AQ Queue:

    • Have the default route to the Volume List.

    • On the Notifications tab, select MEDITECH.

    • Create a workflow rule to have all inbound messages match and auto-route to the default rule.

  1. Using Filescan, add a control file to match the AQ rule.

  2. Go into Queues to open the Properties for Queues page. Click the Notifications tab and the Advanced button. Set a FirstByte and starting value for the MEDITECH key.

If you have an existing server installation:

  1. In addition to the existing properties AccountNo, MedRecNo, and ExternalKey, you need to create another property called ExternalKeyEnd. To create this property:

    • Right-click on Properties > New > Property Dictionary.

    • In the Name text box, enter: ExternalKeyEnd

    • In the Label text box, enter the property label.

    • In the Mappings section, click New.

    • Select the DMS Custom Field option. In the text box, enter the property name (AccountNo, etc.). Click OK.

    • Click OK.

  1. Because you now have a new property, a SQL script must be run in order to update your database. You need to contact Upland AccuRoute Technical Support to complete this update.

Note: Important! Messages will not be delivered to MEDITECH if the SQL script is not run on the database.

 

See also

About Volume Lists

Creating a Volume List

Adding Volume Lists Connector

Enabling Volume Lists Logging

Configuring Volume List Queue Properties

Configuring Volume List Restrictions

About Fax Hold and Release