System Management Auditing

System Management auditing can be activated by an institution to track the following information when actions are performed, or changes are made, within certain System Management screens:

The first and last name of the user who performed the action.
The name of the System Management screen that was saved, the item that was changed, or the item that was deleted.
The date and time that the save, modification, or deletion occurred.

Each time an auditable action occurs, the action is recorded in the database audit log, and a notification alerting about the action is sent to a user designated by the institution.

This topic provides an overview of the System Management screens that support auditing, the actions that are auditable for each screen, the notifications sent when an auditable action occurs, as well as the steps an institution must take to activate this functionality.

Enabling System Management Auditing

System Management Auditing is activated in the database by a Temenos Representative. If this functionality is desired, please contact a Temenos Representative to activate System Management Auditing for the institution, and define the email address(es) that should receive a notification when auditable actions occur within the System Management screens.

If System Management Auditing is enabled, at least one email address to receive the notifications must be defined, or an error appears each time an auditable action is performed in System Management.

Auditable Actions and Notifications

By activating System Management Auditing, institutions are provided with the ability to record specific actions that occur in certain System Management screens. Reference the table below for an overview of the screens that support auditing, and the actions that are auditable for each System Management screen:

System Management Screen	Location in System Management	Auditable Action	Comment
Collection Queue Refresh Order	System Management > Collections > Collection Queue Refresh Order	Save is clicked in the screen.
Collection Queue Work Order	System Management > Collections > Collection Queue Work Order	Save is clicked in the screen.
Collection Queues Details Screen	System Management > Collections > Collection Queues	Save or Save and Close is clicked in the screen that appears when creating, copying, or editing a Collection Queue.	This occurs when a Collection Queue is created, copied, or edited. The Audit Log and Email Notification include the name of the Collection Queue that is created or modified.
Collection Queue Delete Confirmation Screen	System Management > Collections > Collection Queues	Yes is clicked in the window that appears when deleting a Collection Queue.	The Audit Log and Email Notification include the name of the Collection Queue that is deleted.
Event Processing Details Screen	System Management > Collections > Event Processing	Save or Save and Close is clicked in the screen that appears when creating, copying, or editing an Event/Action pair.	This occurs when an Event Process is created or edited. The Audit Log and Email Notification include the name of the Event/Action pair that is created or modified.
Event Processing Delete Confirmation Screen	System Management > Collections > Event Processing	Yes is clicked in the window that appears when deleting an Event/Action pair.	The Audit Log and Email Notification include the name of the Event/Action pair that is deleted.
Rules Management	System Management > Collections > Rules Management	Save is clicked for the rule application.

When one of the above actions occur, an entry for the action is added to the Audit Log in the database, and an email notification is sent to the email address(es) on record for System Management Auditing at the institution.

Depending on the auditable action, the user may receive a notification including data from one of the following system-defined email templates:

The following email templates only exist in the database, and are not configurable. These templates are automatically sent when the corresponding action is performed in a System Management screen.

The "From" address included in the email is the Collections Email Address configured for the institution in the General tab of System Management > Administrative Settings.

Email Template	When Sent	Email Text	Example
Email Template for System Management Screen saves	When Save is clicked in one of the following System Management screens: Collection Queue Refresh Order Collection Queue Work Order Rules Management	<User First Name><User Last Name> saved <Name of System Management Screen> on <Date (MM/DD/YYYY)> at <Time (HH:MM)>.	John Smith saved Service RuleApp on 08/08/2017 at 12:22PM.
Email Template for System Management Detail saves	When Save or Save and Close is clicked in the screen that appears to create, copy or edit an item in one of the following System Management screens: Collection Queues Event Processing	<User First Name><User Last Name> saved <Name of System Management Item> on <Date (MM/DD/YYYY)> at <Time (HH:MM)>.	John Smith saved Event: DQ Field Changed on 08/08/2017 at 12:22PM.
Email Template for System Management deletions	When Yes is clicked in the window that appears when deleting an item from one of the following System Management screens: Collection Queues Event Processing	<User First Name><User Last Name> deleted <Name of System Management Item> on <Date (MM/DD/YYYY)> at <Time (HH:MM)>.	John Smith deleted Event: DQ Field Changed on 08/08/2017 at 12:22PM.