Auditing

Microsoft Dynamics 365 comes with several tools to help you manage data. One of these is the auditing feature, which allows you to track changes made to data in Dynamics 365. It also tracks each time a user logs into your system. If auditing is enabled, CRM automatically creates logs for the changes that are tracked. By default, auditing is not turned on.

To see the audit for a specific record click on Audit History.

This will display any changes that have been made; what the old value was and what the new value is.

Benefits

The Microsoft Dynamics 365 auditing feature has many benefits. It allows you to:

  • Analyze the history of a particular record
  • View a summary of everything that changed
  • Track when a user accessed CRM
  • Comply with regulation standards
  • Analyze user actions in order to improve business processes

Considerations when starting auditing

Start auditing at the organization level to allow auditing for entities and fields. When you start auditing for the first time, auditing is started by default on the following entities: Account, Contact, Goal, Goal Metric, Lead, Marketing List, Product, Quick Campaign, Rollup Query, and Sales Literature.

You may want to stop auditing for maintenance purposes or when the database space is limited. Stopping auditing at the organization level stops the tracking of changes for the entities or fields for the period for which auditing is stopped at the organization level. When you start organization-level auditing again, the same entities and fields are selected for auditing that were selected when you stopped auditing for the organization.

Learn more about working with Auditing in Microsoft Dynamics CRM:

How to Enable or Disable Auditing in Microsoft Dynamics 365

  1. In the Navigation Pane, click Settings. Then under System, click Auditing. In the Audit area, click Global Audit Settings.


View How to Enable or Disable Auditing in CRM 2011

  1. To start audit tracking, in the System Settings dialog box, click the Auditing tab. Then select the Start Auditing check box.

Audit Tracking
View How to Start Audit Tracking in CRM 2011

To simply stop auditing tracking altogether, navigate to the same area in the How to Start Auditing section above, except this time clear the Start Auditing check box.

Enabling or Disabling Auditing on Specific Business Areas

To start or stop auditing on specific business areas, navigate to the same place as you would if you were turning on auditing, and select or clear the following check boxes:

  • Common Entities. This check box is selected by default when you start auditing for the first time.
  • Sales Entities. When you select or clear this check box, auditing is started or stopped for the following entities: Competitor, Opportunity, Invoice, Order, and Quote.
  • Marketing Entities. When you select or clear this check box, auditing is started or stopped for the Campaign entity.
  • Customer Service Entities. When you select or clear this check box, auditing is started or stopped for the following entities: Case, Contract, and Service.

Auditing Specific Business Areas
View Enabling or Disabling Auditing on Specific Business Areas in CRM 2011

Auditing User Login Details

This task can only be performed by those with System Administrator or System Customizer security roles, and is used to track when a user logs on to Microsoft Dynamics 365 Online. The audit log of user access is available in the Audit Summary View page. To start auditing for login details:

  1. In the Navigation Pane, click Settings. Then under System, click Auditing
  2. In the Audit area, click Global Audit Settings
  3. To start tracking user access details, in the System Settings dialog box, click the Auditing tab. Then select the Audit User Access check box. (This check box will be greyed out if you do not have the security role to edit it.)

Auditing User Access
View Auditing User Access in CRM 2011

To stop tracking user login details, clear the Audit User Access check box.

Enabling or Disabling Auditing for Entities

This task also requires the System Administrator or System Customizer security role. Auditing for entities won’t work if you don’t have organization-level auditing turned on, so make sure that’s turned on first.

  1. In the Navigation Pane, click Settings. Then under System, click Auditing
  2. In the Audit area, click Entity and Field Audit Settings
    Field Audit Settings
    View Field Audit Settings in CRM 2011
  3. Under Components, expand Entities.
    Auditing Entities  View Entity Audit Selection in CRM 2011
  4. Click the entity for which you want to start or stop auditing. To start auditing, on the General tab, in the Data Services section, select the Auditing check box. To stop auditing, clear the check box.

By default, when you start or stop auditing for an entity, you also start or stop auditing for all the fields of this entity.

Enabling or Disabling Auditing for Fields

Again, you must have System Administrator or System Customizer rights to complete this task. By default, when you enable auditing for an entity, auditing is also enabled on all of an entity’s fields. You can select or clear fields for which you want to enable auditing. To do so:

  1. In the Navigation Pane, click Settings
  2. Under System, click Auditing
  3. In the Audit area, click Entity and Field Audit Settings
    View Entity and Field Audit Settings in CRM 2011
  4. Under the Components drop-down menu, select Entities.Entities Dropdown
    View Entities Dropdown in CRM 2011
  5. In the left-hand navigation, expand the entity that has the fields for which you want to start or stop auditing, and click Fields.Fields
    View Fields in CRM 2011
  6. In the field list, to start or stop auditing for a single field, open that field and in the Auditing field click Enabled or Disabled.
    Enable or Disable Auditing
    View Enable or Disable Auditing in CRM 2011
  7. Click Save and Publish All Customizations.

You can also start or stop auditing for more than one field at a time.

  1. On the Actions toolbar, click Edit.
  2. In the Edit Multiple Fields dialog box, in Auditing, click Enabled or Disabled respectively.Edit Multiple Fields
    View Edit Multiple Fields in CRM 2011
  3. Click Save and Publish All Customizations.

Auditing security roles

Whether or not a user can access an audit history is based on security roles. These security roles include:

  • View Audit History
  • View Audit Summary
  • View Audit Partitions
  • Delete Audit Partitions

Additional Resources for Auditing in Dynamics CRM



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