Team auditing

Plans supporting this feature: Enterprise

The Team auditing feature allows you to track the actions performed by your team accounts within your Document360 project. For example, you can monitor when a team member adds a new article, updates an existing one, or changes settings in the knowledge base portal. This feature helps ensure accountability, as it logs who performed each action and when, making it easy to trace specific activities, such as restoring an article that was mistakenly deleted or reviewing changes made during a product release.

The Audit configuration feature allows you to selectively monitor key actions across your project, helping you stay informed without tracking unnecessary data. This feature is especially useful in projects that require oversight of sensitive information or strict compliance.

For example, a project manager wants to monitor when new articles are published or existing articles are updated, so they turn on the audit configuration for Documentation editor events only.

NOTE
Only the Owner, Admin, and users with a custom role who have access to team auditing can view and update the team auditing feature.

Accessing team auditing

Navigate to Settings () in the left navigation bar in the Knowledge base portal.
In the left navigation pane, navigate to Knowledge base portal > Team auditing.
The activity data for all team accounts, including the event, who performed it, the date and time, and the language will appear.

NOTE
Only 20 audit records are displayed at one instance. Scroll and click Load more to view the next set of 20 entries.

Use the filters to narrow down the data:
1. Events: View actions performed in specific areas of the project.
2. Audit date: View actions from time period such as 1 year, 3 months, 30 days, 7 days, or set a custom date range.
3. Activity by user: View actions performed by specific team accounts.
Click Refresh at the top to get the latest updates.
Click Export CSV to download the report to your local device.

NOTE
You can use Microsoft Excel, OpenOffice Calc, Google Docs, or other CSV tools to open the exported CSV file.

Setting up the audit configuration

To set up your audit configuration and tailor what you want to monitor:

Navigate to Settings () in the left navigation bar in the Knowledge base portal.
In the left navigation pane, navigate to Knowledge base portal > Team auditing.
Go to the Audit configuration tab.
Turn on the All events toggle to monitor all project-related events.
If you want to monitor only specific modules or events, turn on the toggle for the desired event category from the following modules:
a. Documentation editor
Tracks events related to documentation editor, such as:
1. Article visibility changed
2. Article settings updated
3. Article slug updated
4. Article title updated
5. Article published
6. Article created
7. Article renamed
8. Article deleted
9. Article forked
10. Article version deleted
11. Bulk delete article versions
12. Updated translation status
13. Articles reordered
14. Article contributors updated
15. Article workflow status updated
16. Article workflow due date updated
17. Article workflow assignee updated
18. Category created
19. Category type updated
20. Category settings updated
21. Category slug changed
22. Category contributors updated
23. Category deleted
24. Category renamed
25. Categories reordered
26. Category published
27. Category forked
28. Category version deleted
29. Bulk delete category versions
30. Category workflow status updated
31. Category workflow due date updated
32. Category workflow assignee updated
33. Category visibility changed
34. Article review reminder status updated
35. Article pushed to crowdin
36. Categories/Articles restored
37. Categories/Articles permanently deleted
38. Recycle bin emptied
39. Shared article created
40. Share link generated
41. Share link deleted
42. Clone article created
43. Removed reference article
44. Added glossary
45. Updated glossary
46. Deleted glossary
47. Imported glossary
48. Multiple shared article created
49. Article publish later canceled
50. Article scheduled for publish
b. Drive
Track events related to Drive actions, such as:
1. Folder added
2. Folder renamed
3. Folder deleted
4. File(s) added
5. File updated
6. File(s) deleted
c. Knowledge base portal settings
Tracks portal-specific activities, such as:
1. Workspace updated
2. Workspace deleted
3. Workspace created
4. Workspace display order changed
5. Plan tier changed
6. Payment details updated
7. Project general settings updated
8. Backup created
9. Backup restored
10. Notification channel deleted
11. Notification channel created
12. Notification channel updated
13. Addons purchased
14. Subscription created
15. API token added
16. API token deleted
17. Extension token generated
18. Extension token deleted
19. Crowdin token added
20. Crowdin token deleted
21. Email domain deleted
22. Email domain added
23. Email address added
24. Email user name added
25. Email address updated
26. Email user name updated
27. Display workspaces as menu
28. Subscription cancellation initiated
d. Knowledge base site settings
Covers site-specific activities, such as:
1. Site design settings updated
2. Custom JavaScript updated
3. Custom CSS updated
4. Article settings updated
5. Project sub-domain updated
6. Integration created
7. Integration deleted
8. Integration updated
9. Home page builder restored
10. Home page builder settings updated
11. Robots.txt updated
12. Site domain updated
13. Cookie consent enabled
14. Cookie consent disabled
15. Cookie consent updated
16. Smart bar added
17. Smart bar updated
18. Smart bar enabled
19. Smart bar disabled
20. Smart bar deleted
21. Read receipt rule created
22. Read receipt rule updated
23. Read receipt rule deleted
24. Ticket deflector deleted
25. Ticket deflector added
26. Ticket deflector updated
27. Ticket deflector helpdesk added
28. Ticket deflector helpdesk updated
29. Ticket deflector helpdesk deleted
30. Article redirection rule added
31. Article redirect rule updated
32. Article redirection rule(s) deleted
33. Redirect rule(s) exported to CSV
34. Redirect rules import requested
35. Meta description generated
36. Meta details updated
37. Knowledge base builder updated
38. Knowledge base builder published
39. KB site 2.0 published
40. KB site 2.0 preview created
e. Knowledge base widget settings
Tracks widget-related actions, such as:
1. Knowledge base widget settings updated
2. URL mapping created
3. URL mapping updated
4. URL mapping deleted
5. Knowledge base widget settings deleted
6. Knowledge base widget settings created
f. Users & security settings
Includes user management activities, such as:
1. Site visibility changed
2. Role added
3. Role updated
4. Role deleted
5. Security group added
6. Security group updated
7. Security group deleted
8. Content access added
9. Site access added
10. Content access updated
11. Site access updated
12. Content access removed
13. Site access removed
14. Team account added
15. Team account updated
16. Team account deleted
17. IP restrictions updated
18. IP restriction added
19. IP restriction deleted
20. Self sign up settings updated
21. Import readers requested
22. Import team account requested
23. Export team account(s) to CSV
24. Export reader(s) to CSV
25. SSO configuration added
26. SSO configuration updated
27. SSO configuration deleted
28. SSO users invited
29. JWT created
30. JWT regenerated
31. JWT saved
32. JWT updated
33. JWT deleted
34. Inheritance settings updated
35. Reader account updated
36. Reader account created
37. Reader account deleted
38. Convert to reader
39. Convert to SSO team account
40. Convert to SSO reader
41. Convert to team account
g. Tools settings
Tracks actions such as:
1. Project exported
2. Project imported
3. External project import requested
4. Export PDF requested
5. Export pdf content template added
6. Export pdf content template updated
7. Export pdf content template deleted
8. Export pdf design template added
9. Export pdf design template deleted
10. Export pdf design template updated
11. Article review reminder created
12. Article review reminder updated
13. Article review reminder deleted
14. Content reuse variable added
15. Content reuse variable updated
16. Content reuse variable deleted
17. Content reuse snippet Added
18. Content reuse snippet updated
19. Content reuse snippet deleted
20. Article template added
21. Article template updated
22. Article template deleted
23. Tag Added
24. Tag Updated
25. Tag Deleted
26. Article imported
27. Workflow status added
28. Workflow status updated
29. Workflow status deleted
30. Workflow status reordered
31. Find and replace
32. Added glossary term suggestion
33. Content reuse glossary suggested
34. Updated glossary term suggestion
35. Export pdf password removed

FAQs

What is team auditing in the knowledge base portal?

Team auditing allows you to track the actions performed by your team accounts within your Document360 project, such as adding or updating articles and changing settings.

How do I export a specific team account's auditing records?

To export the audit data for a specific team account, follow these steps:

Navigate to Settings () in the left navigation bar in the Knowledge base portal.
In the left navigation pane, navigate to Knowledge base portal > Team auditing.
By default, Team auditing tab will be selected.
In the Activity by user dropdown, select the desired team account and click Apply.
In the Event dropdown, choose the required events and click Apply.
In the Audit date dropdown, choose the date range.
The audit data for the selected team account will be listed.
Click Export CSV to download the data as a CSV file.

How frequently is the audit data updated?

Audit data is updated in real-time. You can click the Refresh button to ensure you are viewing the latest activities.

Can I view actions performed by specific team accounts?

Yes, you can filter the audit data to view actions performed by specific team accounts.

Can I restrict access to team auditing data for certain team members?

Yes, access to team auditing can be restricted based on user roles and permissions within the Document360 project.

Can I recover deleted articles or content through team auditing?

Team auditing only tracks actions taken, it does not provide recovery options. To recover deleted content, refer to the Document360 backup and restore or version history features.

Can I monitor specific events instead of all project-related events?

Yes, turn on the toggle for specific event categories to monitor only those events.

Can I track changes made to the knowledge base site settings?

Yes, you can monitor site-specific activities like custom CSS updates, enabling cookie consent, etc.

Is it possible to track actions related to Drive activities?

Yes, you can monitor Drive-related activities such as folder additions, deletions, and file updates.

Why is the article creation event missing or showing the old name in Team auditing after a Word import?

If the article name is manually updated during the Word import process, this change will not be captured in the Team auditing, and the original name of the Word file will be reflected. To ensure the correct article name is reflected in auditing logs, avoid renaming the article during the import process. Instead, rename it after the import is complete.

If the issue persists after following these steps, please contact the Document360 support team for further assistance: Contact Document360 Support