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Audit Logs

Audit Logs

The Audit Logs provide visibility into the system's automated tasks, particularly the reminder verification cron job that runs automatically to check and process contract reminders.

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Navigate to Settings > Audit Logs to access the Audit Logs page.

Understanding the Audit Logs

The Audit Logs track automated system processes that run in the background to maintain reminder functionality. This allows administrators to:

  • Monitor the health and performance of automated tasks

  • Verify that reminders are being processed correctly

  • Troubleshoot issues with reminder notifications

  • Track the execution history of scheduled jobs

System Information:

At the top of the page, you'll see:

  • Current Server Time: The current server timestamp (e.g., 08/02/2026 13:57:21)

  • Scheduled Cron Hours: The configured schedule for automated tasks (displays "None" if not on a fixed schedule)

Actions related to Reminders

The reminder verification cron job performs and other actions related to them are logged:

  1. Create Reminder

  • Action: A new reminder is created in the system

  • Logs: When the reminder was created, associated contract/vendor, and creation status

  1. Edit Reminder

  • Action: An existing reminder is modified

  • Logs: Changes made to the reminder, timestamp, and modification status

  1. Delete Reminder

  • Action: A reminder is removed from the system

  • Logs: Which reminder was deleted, when, and deletion status

  1. Check Reminders

  • Action: The system checks all active reminders to determine which ones are due

  • Logs: Number of reminders checked, which ones are due, and check status

  • This is the most frequent action, running on the configured schedule

  1. Update Reminder Status and Send Notification

  • Action: Reminders that are due are processed, their status is updated, and notifications are sent to relevant users

  • Logs: Which reminders were processed, notification delivery status, and any errors

Audit Log Table

The audit log displays a chronological record of all automated reminder tasks:

Columns:

Date (Expandable)

  • Displays the timestamp when the action was executed

  • Format: DD/MM/YYYY HH:MM:SS

  • Click the arrow (>) to expand and view detailed information about the action

Action Title

  • Describes the specific task that was performed

  • Common entries include:

    • "check Reminders" - The most frequent action, verifying which reminders are due

    • "create reminder" - Logged when a new reminder is created

    • "edit reminder" - Logged when a reminder is modified

    • "delete reminder" - Logged when a reminder is removed

    • "update Reminder Status and send notification" - Logged when due reminders are processed and notifications sent

Status

  • Indicates whether the action completed successfully or failed

  • SUCCESS (green badge): The action completed without errors

  • FAIL (red badge): The action encountered an error (if this appears, expand the row for details)

Reviewing Audit Log Details

To view detailed information about a specific action:

  1. Locate the action in the audit log table

  2. Click the arrow (>) icon in the Date column

  3. An expanded view will display:

    • Full timestamp and action description

    • Input parameters or conditions

    • Execution results

    • Any error messages or warnings (if the status is FAIL)

    • Affected reminders, contracts

Monitoring System Health

Regular Monitoring:

Check the Audit Logs regularly to ensure:

  • The "check Reminders" action is running at expected intervals

  • All actions show "SUCCESS" status consistently

  • Notifications are being sent successfully

Indicators of Healthy Operation:

  • Regular "check Reminders" entries at consistent intervals

  • All entries showing SUCCESS status

  • Recent activity within the expected timeframe

Warning Signs:

  • Multiple FAIL status entries

  • No recent "check Reminders" activity

  • Gaps in the expected schedule of reminder checks

  • Failed notification deliveries

Troubleshooting Failed Actions

If you see FAIL status entries:

  1. Click the arrow to expand the failed action row

  2. Review the error details and messages

  3. Common issues and solutions:

    • Email delivery failures: Verify SMTP settings in Jira

    • Permission errors: Check that the system user has appropriate permissions

    • Database connection issues: Contact your Jira administrator

    • Configuration errors: Review reminder settings and cron schedule

  4. If failures persist:

    • Document the error details from the expanded log entry

    • Contact your Jira administrator or system support

    • Provide the timestamp, action title, and error message for troubleshooting

Best Practices for Audit Logs

Regular Review:

  • Check audit logs weekly to ensure automated tasks are running smoothly

  • Monitor for any FAIL status entries and investigate immediately

  • Verify that reminder notifications are being sent on schedule

Performance Monitoring:

  • Track the frequency of "check Reminders" actions to ensure they align with business needs

  • Monitor processing times by reviewing timestamps between related actions

  • Identify patterns in reminder creation, editing, and deletion

Compliance and Record-Keeping:

  • Audit logs provide an automatic record of system operations for compliance purposes

  • Export or screenshot critical log entries for incident reports

  • Use log data to demonstrate that reminder notifications were sent as required

Proactive Maintenance:

  • If you notice increasing FAIL entries, investigate before the issue escalates

  • Review logs after system updates or configuration changes

  • Ensure logs are retained according to your organization's data retention policies