There are two types of audit reports that can be generated by the portal administrator, a Wiki audit and a user audit.

The Wiki audit lists information about views and changes made by all of the users that have access to the Wiki.

The user audit lists information about views and changes made by the user.

Public Wikis

Audit reports are only available for those activities where a user has logged into a Wiki with their username and password. Therefore visitors to a public Wiki where no login is required, will not appear in the Wiki or user audit.

 

Wiki audit

To see what has changed on a Wiki follow the instructions below.

  1. As a portal administrator, log in to the RIX Wiki dashboard
  2. Click Wiki in the left hand menu
  3. Search for the Wiki you wish to audit
  4. Click the green plus icon next to the Wiki Title column
  5. The Wiki menu options expand below the name of the Wiki
  6. Click the Audit icon
  7. Select a From and To date for your audit
  8. Click Search
  9. The search returns results in the table below
  10. The results can be exported in PDF or Excel formats using the buttons below the search field 

    Data security - Remember that you need to follow your organisation's data protection policy if you choose to download data to your local device or network.

If there are lots of results from your search, you can scroll to the bottom of the table and use the arrow icons to move forwards and backwards through each page of the audit results.

You can complete an advanced search by adding a search term in the Search field. For example, you could add the word 'image' to the search field and click Search. The audit will now display filtered results, only showing actions that include the term 'image'.

 

Changes that can be shown in a Wiki audit report

Wiki created - portal administrators only

Wiki deleted - portal administrators only

Wiki view - this will include all the invitees who have viewed the Wiki

User name changed

Image added or deleted

Audio added or deleted

Map added or deleted

Link/URL added or deleted

File attachment added or deleted

Section added or deleted

Section order changed

Invite sent / granted - only the first few characters of an email are displayed to protect personal information.

Invite retracted / denied - only the first few characters of an email are displayed to protect personal information.

Invite access changed - only the first few characters of an email are displayed to protect personal information.

Set up element changed

Wiki Owner added or deleted

Wiki Keeper added or deleted

Wiki exported as a PDF

Wiki privacy changed to Private or Public - this will log the portal administrator's details as Wiki owners and Keepers do not have permission to make these changes.

 

User audit

To see a Wiki user's activity, follow the instructions below.

  1. As a portal administrator, log in to the RIX Wiki dashboard
  2. Click Users in the left hand menu
  3. Search for the user you wish to audit
  4. Click the Audit icon
  5. Select a From and To date for your audit
  6. Click Search
  7. The search returns results in the table below
  8. The results can be exported in PDF or Excel formats using the buttons below the search field 

    Data security - Remember that you need to follow your organisation's data protection policy if you choose to download data to your local device or network.

  9. If there are lots of results from your search, you can scroll to the bottom of the table and use the arrow icons to move forwards and backwards through each page of the audit results.
  10. You can complete an advanced search by adding a search term in the Search field. For example, you could add the word 'image' to the search field and click Search. The audit will now display filtered results, only showing actions that include the term 'image'.

 

Changes that can be shown in a user audit report

Password reset action

Wiki created - portal administrators only

Wiki deleted - portal administrators only

User name changed

Wiki view - this will include all the Wikis this user has viewed

Image added or deleted

Audio added or deleted

Map added or deleted

Link/URL added or deleted

File attachment added or deleted

Section added or deleted

Section order changed

Invite sent / granted - only the first few characters of an email are displayed to protect personal information.

Invite retracted / denied - only the first few characters of an email are displayed to protect personal information.

Invite access changed - only the first few characters of an email are displayed to protect personal information.

Set up element changed

Wiki Keeper added or deleted

Wiki exported as a PDF

 

Known limitations

Our portal audit system was launched in October 2020. Only auditable actions that occurred after this date will be recorded and presented in the audit logs.

 

Frequently asked questions

Can anyone access the Wiki audit log and user audit log?

Only the portal administrator for the organisation can access this information.

Are portal administrators themselves auditable?

Yes, if a portal administrator has the ability to view Wikis, their view of the Wiki will be recorded in the user audit log and the Wiki audit log.

How can Wiki users access their own audit log?

The portal administrator can run the audit, download the audit in PDF or Excel format and share with the user. The local organisational process must ensure that the privacy and data protection policy is followed at all stages.

Can I hide or redact parts of the audit?

Yes. Download the audit as an Excel file. Remove or delete information that you need to redact. Save the Excel and print or share the edited version of the file.

Why are some records missing from the audits I have created?

Our portal audit system was launched in October 2020. Only auditable actions that occurred after this date will be recorded and presented in the audit logs.

Is there a data security loss risk when I download the audit log to my computer?

You must confirm with your own Data Protection Officer that you have authority to download data to your device or network. It is always safer to use our online dashboard to review the audit logs, as no data is downloaded to your device.

Does the audit log work on a mobile phone or tablet?

The audit log is designed to be used on a laptop or desktop and may not present as intended on a smaller screen.

Where is the data in the audit log held?

The data is held in the same location as the RIX Wiki software. This is the Microsoft Azure data centre in the UK.

How can I suggest a change or improvement to the audit log?

Log into your Wiki, create a ticket for our support team and share your ideas with us. We are interested in developing and improving our software but are unable to accommodate every change and request made by users.