Audit & Reporting¶

View audit logs, generate reports, and maintain compliance records.

Audit Logs¶

Purpose¶

Audit logs provide a complete record of all actions in GxPSign, essential for:

• Compliance - Meet 21 CFR Part 11 requirements
• Security - Detect unauthorized access
• Troubleshooting - Investigate issues
• Accountability - Track who did what

Accessing Audit Logs¶

1. Go to Settings > Audit Log
2. View the chronological list of events

Audit Log Contents¶

Event Information¶

Each audit log entry contains:

Event Types¶

Authentication Events¶

Document Events¶

Signature Events¶

User Management Events¶

Organization Events¶

Filtering Audit Logs¶

Date Range¶

1. Click Date Filter
2. Select start and end dates
3. Click Apply

By User¶

1. Click User Filter
2. Select specific user(s)
3. Click Apply

By Action Type¶

1. Click Action Filter
2. Select event types
3. Click Apply

By Object¶

Search for events related to specific:

• Documents (by title or ID)
• Users (by name or email)
• Signature requests (by ID)

Exporting Audit Logs¶

Export Formats¶

Export Process¶

1. Apply desired filters
2. Click Export
3. Select format
4. Click Download

Export Limits¶

Reports¶

Built-in Reports¶

Signature Summary¶

Overview of signature activity:

• Total signatures by period
• Signatures by user
• Average completion time
• Pending vs completed requests

User Activity¶

User engagement metrics:

• Active users by period
• Login frequency
• Documents accessed
• Signatures applied

Document Report¶

Document statistics:

• Documents by type
• Documents by status
• Storage usage
• Retention status

Generating Reports¶

1. Go to Reports
2. Select report type
3. Set parameters (date range, users, etc.)
4. Click Generate
5. View or export results

Scheduling Reports¶

For recurring reports:

1. Create the report
2. Click Schedule
3. Set frequency (daily, weekly, monthly)
4. Enter email recipients
5. Click Save Schedule

Compliance Reporting¶

21 CFR Part 11 Reports¶

Generate compliance-specific reports:

Generating Compliance Reports¶

1. Go to Reports > Compliance
2. Select report type
3. Set date range
4. Click Generate
5. Download signed PDF

Data Retention¶

Retention Periods¶

Retention Configuration¶

1. Go to Settings > Data Retention
2. Set retention periods by data type
3. Click Save

Data Purging¶

When retention expires:

1. Data is flagged for review
2. Administrator receives notification
3. Administrator can extend or approve deletion
4. Approved deletions are logged and executed

Dashboard Metrics¶

Key Performance Indicators¶

The admin dashboard shows:

Real-time Updates¶

Dashboard metrics update:

• Signature counts: Real-time
• User activity: Every 5 minutes
• Storage usage: Daily

Troubleshooting¶

Finding Specific Events¶

To locate a specific action:

1. Note the approximate time
2. Filter by user if known
3. Filter by action type
4. Search within results

Investigating Issues¶

For security investigations:

1. Identify the timeframe
2. Filter by affected user or object
3. Export relevant logs
4. Review IP addresses and patterns
5. Cross-reference with user reports

Common Queries¶

Who viewed this document? Filter: Document ID + document.viewed action

When was this signature applied? Filter: Request ID + signature.applied action

Has this user logged in recently? Filter: User + user.login action

Best Practices¶

1. Regular reviews - Check audit logs weekly
2. Export regularly - Keep offline copies of important logs
3. Set alerts - Configure notifications for suspicious activity
4. Document retention - Establish and follow retention policies
5. Access controls - Limit who can view audit logs
6. Training - Ensure admins know how to use audit features