Admin Action Audit Trail – CPQ Online Help

Admin Action Audit Trail

This functionality enables administrators to track changes to products made by other administrators, as well as see the details of the changes made. Let’s say you are a sports good manufacturer selling exercise balls to a fitness retailer in your area. And you have made an approval rule saying that the balls should not be wider than 14 inches in diameter and not higher than 34 inches. But one of the administrators changes the minimum height to 35 inches at request of the client that you weren’t aware of. Admin action audit trail enables you to find out who made the change, and why, so that you can stay on track of the changes.

Note that for the purpose of this functionality CPQ refers to users as performers. Take a look a the image of the Admin action audit trail table below to familiarize yourself with this feature. Our Glossary of terms at the bottom of the Help page explains individual columns in the table.

In the table, admins will be able to see all the changes that occurred on a particular product/version. Only changes that have been implemented through user interface (PSWProduct Setup Wizard) will be logged. When admins save a product, that can result in several entries on this table ( it can also result if admins changed several fields and clicked Save, or went to another tab which also saved the product).

You can also view the columns, “Date Modified” and “Modified By” in Product, to track product changes.

Audit Trail will track the deleting of general and custom quote tabs.

Deleting entries from Audit Trail

Every day, a job will be triggered on the server that will delete all entries older than X number of months from the Audit Trail. The number X will be stored in Application Parameters or in the domain table (this is something that developers decide). The Default value for X is 3 meaning that, each day, CPQ will delete entries older than 3 months.

Recording Changes

CPQ will record if changes have occurred on any tab. Examples of such changes are listed below.

Product Definition - Changes will be tracked for all fields on this tab:

  • All fields within widget Product Data; Examples: Display As, Product Name, Part Number, Product Description, Image, Product Type and Product Categories.
  • All fields within widget Pricing
  • All fields within widget Permissions and Effectivity dates
  • All fields within widget Additional Product Data
  • All fields within Advanced Formula

Product Attributes/Options

a) Changes will be tracked when an attribute is added/edited/deleted from the product.

b) And when an attribute is being edited.

Changes will be tracked for all fields when an attribute is edited:

  • All fields within widget “Attribute Definition”
  • All fields within widget “Additional Attribute Definition”
  • All fields within widget “Manage Triggers”
  • All fields within widget “Manage Attribute Absolute Position”
  • All fields within widget “Attribute Values” - CPQ will track all the changes when attribute value is added/edited; When editing attribute value, CPQ will log changes on every field, including: Display to User, Display Values, Value Code, Reference Product, among others.

Configuration Layout - CPQ will track each change on this tab:

  • When tab is added/removed
  • When attribute is moved between tabs or added to a particular tab
  • When order of attributes is rearranged in a tab
  • When attribute or line item is added/removed from responder
  • When attributes are rearranged in responder
  • When line item is added/removed from responder
  • When line items are rearranged in responder

Rules - CPQ will record change each time the rule is added/edited/deleted from the product.

Changes in Product Aliases, through API and Excel Upload

Product Alias - for products marked as product aliases, CPQ will log each change that occurred on any fields available for product alias.

Changes through API - For changes implemented through API, CPQ will log each update through API without comparing the actual change to a product update with the same data. Assumption is that auditing (comparing) is done in the external system where data is sent from. CPQ will also log the date of creation and the person who created the product through API.

Changes through Excel upload - For changes implemented through Excel import, CPQ will log each update without comparing the actual change to a product update with the same data. Assumption is that auditing (comparing) is done in the external system where data is exported from.

Changes to Product Rules

In the Product Edit, on the Rules tab, admins can see when the last change was implemented for the rule and who made the change (Figure 2).

When admins edit a rule, they will be able to see the “Created by” “Modified by” data (Figure 3).

CPQ will log a rule change only when the rule was really changed (not every time admins click the Save button). This will be checked for all rule fields: rule name, description, condition, action etc.

  • Performer is the administrator that has made the changes.
  • Time shows you when the user made those changes.
  • Section refers to a part of the quote that has been changed. For example, an administrator could have changed an Approval Rule that affects the whole quote.
  • Action is an act of change carried out by a user. The action can include changing existing properties, adding or deleting.
  • Field refers to a space allocated for a particular item of information that may have been changed.
  • Previous Value refers to the value that was in place before the change had taken place.
  • New Value refers to the new value that has replaced the Previous Value since the change has taken place.
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