Purpose Statement

The Assets System Log allows users with the appropriate permissions to audit and track activity within the Assets module. Use the System Log to review asset-related actions, identify when an action occurred, determine which user performed the action, and download System Log records as a CSV file for additional review or reporting.

Background Information

The Assets System Log provides a centralized location for auditing and reviewing activity that occurs within the Assets module.

System Log entries can include activity related to:

• Checklists
• Work orders
• In-service and out-of-service changes
• Asset placement
• Replacing items
• Moving assets between stations or apparatus

Each log entry provides information about the recorded activity, including the date and time, a summary of the activity, the associated asset and Asset ID Number, and the user who performed the action.

The System Log is primarily used to verify, review, and audit records. For example, you can use filters and keyword searches to locate checklist activity during a specific date range and then review individual entries or download the displayed records as a CSV file.

Required Permissions

Access to the Assets System Log is permissions-based. Users must have the following permissions:

• Systems Log
  • Read: Allow
• List Views
  • Read: Allow
  • Update: Allow
  • Create: Allow
  • Delete: Allow

Users who do not see or cannot access the System Log should contact their First Due administrator to verify that these permissions are enabled for their role.

Video

Step-by-Step Guide

1. Access the Assets System Log

• From the Assets module, select the First Due logo in the upper-left corner.
• Locate the Assets options toward the bottom of the menu.
• Select System Log.

2. Navigate System Log Views

• Locate the View dropdown in the upper-left portion of the System Log.
• Master View is the predefined view available by default.
• Open the View dropdown to access the available view categories:
  • Predefined Views: Includes the Master View.
  • Custom Views: Views you have created.
  • Shared With Me: Custom views created by another user and shared with you.
  • Favorite Views: Views you have marked as favorites.
• Select the Star icon on a view to add it to your Favorite Views. Favorite Views are specific to your account.
• Select the Pin icon to make a view the view displayed when you access the System Log.
• Select the Unpin option to remove a pinned view.

3. Access or Create Custom List Views

Custom List Views allow you to customize how System Log information is displayed and filtered.

• Open the View dropdown to access existing Custom Views or views Shared With Me.
• To create a Custom List View, select the Ellipsis (⋮) next to the view controls.
• Select Add View.
• You can also select Clone View when you want to use an existing view as the starting point for a new configuration.

4. Organize and Sort System Log Columns

• Review the available columns displayed in the System Log.
• Select a column heading to change its sort order.
• Continue selecting the column heading to cycle through:
  • Ascending
  • Descending
• Drag and drop column headings to change their displayed order.

5. Search the System Log

• Locate the Keyword Search field.

• Enter a keyword associated with the activity you want to locate.

• Review the matching records.
• Select the X in the Keyword Search field to clear the search.

6. Filter System Log Records

• Select the Filter option to display the available System Log filters.
• Select the appropriate filter and enter or select the criteria you want to use.
• Available filters generally correspond with information available in the System Log columns.
• Use the Date/Time filter when you need to locate activity within a specific period.
• When using the Date/Time filter, select one of the available options or use the Custom option to define a specific date range.
• Combine filters with a keyword search when you need to further narrow the displayed records.
• Select Apply to display the matching results.
• Select the Pin option on the filter panel if you want to keep the filters visible while reviewing records.

7. Change the Number of Records Displayed

• Locate the Show option at the bottom of the System Log.
• Select the number of records you want displayed on the current page.
• Use the pagination controls to navigate between pages of System Log records.

8. View a System Log Entry

• Locate the record you want to review.
• Select the View (eyeball) icon for the record.
• Review the available information, which can include:
  • Date/Time: When the activity occurred.
  • Summary: A description of the activity.
  • Asset: The asset associated with the activity.
  • Asset ID Number: The identifying number associated with the asset.
  • User: The user who performed the activity.
• Use the Summary to help identify the type of activity recorded. This can include checklist, work order, in-service or out-of-service, placement, replacement, or asset movement activity.
• Use the Asset ID Number to identify the applicable equipment, fleet vehicle, or kit when reviewing the entry.

9. Download System Log Data as a CSV Report

The Download option can be used to create an ad hoc CSV report from the System Log.

• Use a Keyword Search, Filters, or both to narrow the System Log to the records you want to review.
• Select Apply after configuring your filters.
• Use the Show option to determine how many records are displayed on the current page.
• Navigate to the appropriate page of results.
• Select Download.
• The records displayed on the current page are downloaded as a CSV file.

Best Practices

• Use keyword searches and filters together when auditing a specific type of activity. For example, search for checklist activity and apply a Date/Time filter to review checklist records for a particular period.
• Use the Date/Time filter to narrow large result sets before reviewing individual records.
• Use the Asset ID Number when you need to identify activity associated with a specific piece of equipment, fleet vehicle, or kit.
• Review the Summary, Date/Time, Asset, and User together to understand the context of a System Log entry.
• Review multiple related entries when necessary to establish the sequence of activity associated with an asset.
• Use Favorite Views to quickly access views you use regularly.
• Pin the view you want displayed automatically when accessing the System Log.
• Create a Custom List View when you need a reusable combination of columns, filters, or sorting.
• Verify your filters, keyword search, pagination, and displayed records before downloading a CSV report.
• Remember that a CSV download contains the current page of records. Increase the number of displayed records or navigate to additional pages when you need to download a larger result set.

Troubleshooting & FAQs

I don't see System Log under Assets. Why?

Access to the System Log is permissions-based. Verify that your role has Systems Log - Read set to Allow and the required Log Entries permissions enabled. Contact your First Due administrator if you need assistance with your permissions.

What is the Master View?

The Master View is the predefined System Log view provided by First Due.

What's the difference between Custom Views, Shared With Me, and Favorite Views?

Custom Views are views you have created. Shared With Me contains Custom List Views created by other users and shared with you. Favorite Views contains views you have marked with the Star icon for quick access.

What happens when I pin a view?

A pinned view is displayed when you access the System Log. Select Unpin if you no longer want that view to open by default.

How do I create a Custom List View?

Select the Ellipsis (⋮) and then Add View. You can also clone an existing view as a starting point. For complete instructions, refer to Assets: Creating Custom List Views.

How can I find activity from a specific period?

Open the filters and use the Date/Time filter. You can select an available date option or use Custom to specify the date range you need.

How can I audit a specific type of activity, such as checklist activity?

Enter a relevant term, such as checklist, in the Keyword Search field. You can then apply additional filters, such as Date/Time, to further narrow the results.

Can I change the order of the System Log columns?

Yes. Drag and drop the columns to change their displayed order. You can also select a column heading to cycle through ascending, descending, and no sort.

Can I download System Log results?

Yes. Apply the appropriate keyword search and filters, then select Download to download the current page of System Log records as a CSV file.

Why doesn't my CSV contain all of my filtered System Log results?

The CSV download contains the records displayed on the current page, not the entire filtered result set. Use the Show option to increase the number of records displayed or navigate to additional pages and download them as needed.

What information can I review in an individual System Log entry?

An entry can provide the Date/Time, Summary, Asset, Asset ID Number, and User associated with the activity. The Summary can help identify activities involving checklists, work orders, in-service or out-of-service changes, placement, replacement, and movement of assets.