- Accessing Audit Logs
- Navigating Audit Logs
- Linking to Audit Logs
- Reporting on Audit Logs
- Download Audit Logs CSV
- Salesforce Reporting on Logs Object
- Audit Log Storage
LeanData’s Audit Logs allow you to see which path an individual record took within the FlowBuilder graph. They will show you each node that the record passed through and the outcomes that went into LeanData's decision for sending the record down that specific path. This document will provide a brief lesson on how to use the Audit Logs.
Accessing Audit Logs
To access the Audit Logs section please go to the LeanData app, click on Routing → Leads (or other object you are routing) → Audit Logs.
Please note that the navigation to Audit Logs is similar when looking to use them for Contacts, Accounts, Opportunities, Cases, or Any Object Routing.
Navigating Audit Logs
Once in the Audit Logs section, you will see a log for the most recently routed record. If no records have been routed the screen under the search box will be empty. There are a few things to note here:
- You can use the search bar at the top to search for the record you want to investigate. You can search by ID, Name, or Company.
You can also narrow your results by setting certain parameters, including New Owner, Previous Owner, Round Robin Pool, Territory Segment, or Business Unit (if Multi-graph is enabled).
Additionally, you can filter by routing characteristics such as Routing Type (e.g. Continuous, Live, Scheduled Routing), Triggers (e.g. New, Update, Campaign Member Hold Until), Outcome (e.g. Round Robin, Converted, Error)
Lastly, you can filter your results by Date/Time Range. By default, LeanData will keep logs for 90 days. This setting can be changed in the Admin Settings. Please see the end of this guide for details.
- The first column displays the information on the record at the time it was processed by LeanData.
You can click the link icon to copy a link to this specific audit log to send to a colleague.
The Routing Deployment field and accompanying hyperlink show the specific FlowBuilder deployment that the record was processed through.
The Processed At field shows that date and time that LeanData picked up a record for routing.
Click the More Info button to see additional fields from the record as they were populated at the time of processing.
- The Path column displays each node that the record hit when taking the specific path that it did while being processed by LeanData’s routing. Below you can see an example of what a displayed path’s sections might look like.
There are three main components to reading the path column.
Section 1: The first node listed on the path will always be the record’s point of entry. When entering the graph, records can either come through the New or Updated Entry nodes.
- The node type is listed in green
- The resulting edge will be listed underneath
Section 2: When reading the Audit Logs, matching nodes will display more information than other nodes to provide insight towards the matching process for that specific record.
- Matching nodes will display chosen matches and will also show any potential matches that were considered by clicking the “Matched Objects” dropdown display.
- You can also see what filter and tie breaker criteria were used to choose the best matched record under more info
Section 3: When a record reaches the end of it’s path it will always be noted with the “End of Flow” icon at the bottom of the path. The node listed above this text will always be the last node that a record reached while being processed.
- The Outcome column provides a summary of the end results from LeanData’s routing of the record.
- The Triggering Action section will state what triggered this record to be picked up by LeanData. “Insert” means that the record was picked up upon insertion/creation to your Salesforce instance. “Updated” means that the record was triggered by one of your update routing trigger conditions.
- The Actions Taken section states the overall actions that were carried out when processed by LeanData.
- The Ownership section shows who it was assigned to after LeanData routed it and also shows who the owner was prior to processing by LeanData.
- Click More Info for additional details of the matched record, which will show additional record fields and their values at the time of processing. This may be useful to see what was on the record prior to processing.
- The Download button will download a CSV file containing your Audit Logs with any filters applied. The Logs that are included in the CSV will reflect the filters you have applied. Click the down arrow next to the Download button to copy a link to the audit log page with your current filters applied.
- The Expanded button allows you to toggle between a full view of all logs or a collapsed view with just the main details.
Linking to Audit Logs
There are several ways to get a URL to Audit Logs:
Specific Audit Log
You can click the link icon next to the name of a record from the audit log page, which will copy a URL for that specific log.
All Audit Logs for a particular record
If you would like to send a link to the logs for a particular record, you can send a URL that will take you to an Audit Logs page for that specific record. Links to Audit Logs conform to the following format:
Where the highlighted portions would correspond to your Salesforce instance domain, and the record ID for the record you’d like to see the logs for, respectively. If you are searching for Audit Logs for other objects, you can replace "lead" in the URL with to the appropriate object.
You can also include a formula field on your records that would function as a link to that record’s Audit Logs, by designing the formula to append the record ID to the end of the audit log URL.
All Audit Logs that meet specific search criteria
If you would like to send a link to all Audit Logs that meet a specific search criteria, set your search parameters, then click the three dot icon in the upper right and click Copy Logs Link.
Reporting on Audit Logs
There are a few ways that you can incorporate Audit Logs into your reporting.
Download Audit Logs CSV
Firstly, you can download a CSV of the Audit Logs. The logs that are included in the CSV file will reflect the filters you have applied.
Each row will represent a single log and summarize the characteristics of that particular transaction / log, including the incoming record information, processing timestamp, previous owner, new owner, matched records, action nodes encountered, and error details.
Please note that by default, logs are only stored for 90 days. Please reach out to your LeanData representative if you would like to change that timeframe.
Salesforce Reporting on Logs Object
LeanData’s Audit Logs are stored in a Salesforce Object (API Name: LeanData__Log__c), so you can create native Salesforce reports on that Log object and include any relevant details that you would like to capture in Salesforce report, including any error details that may have been included in the Log. You can subscribe to these reports as you would any other Salesforce report.
Audit Log Storage
By default, logs are only stored for 90 days. You can adjust this setting, however, please be aware that increasing the number of days you store log files incase the amount of Salesforce storage you will be using.
To change the Audit Log Retention:
- In the LeanData App, click on Admin at the bottom of the menu.
- Click on Settings.
- Click on the Reporting Tab.
- Change the Audit Log Retention setting from 90 days to the desired number of days.
- Click the Save Changes button at the top in the green bar.
Questions? Please contact LeanData Support.