As the holidays draw near, many of us are reflecting on what we are grateful for and busy making our list for Santa. 


Well, I can tell you the Rockton Santa has heard your wishes and our elves have been busy working away on new features for Auditor. We are looking forward to fulfilling your ‘All things Auditor’ wish list this holiday season!

This list could go on and on, but you get the picture. Our elves are hard at work making sure our next release of Auditor is the best one yet and checks off every item on your Auditor wish list!

If you found yourself in a pickle and you need to create a support case, take a look at the following information that we’ve put together to make life a little easier when you’re creating a new support case.

The more that we know, the more we can help. Of course, there are some instances of where you cannot provide a ton of information right away and we do understand that, too!

Creating a Support Case
To create a Support Case, you can call, email, or even create a case within the Rockton Software product, or products, that you’re using.
1. Call and leave a voicemail, if needed. Toll Free: 877-476-2586, International Phone: 208-263-5288.
2. Send off an email to support@rocktonsoftware.com

3. Create a case using Web Services in the Help | Rockton Software Support window.

Below are a few different tips and tricks that I’ve found to be the most helpful when working on and troubleshooting a support case.

Version Information
We always love to know the exact versions of Microsoft Dynamics GP and the builds of the Rockton Software product or products that you’re currently using.

To find the Microsoft Dynamics GP version from within Dynamics GP, go to Help [Alt + H] | About Microsoft Dynamics GP.

To find the current Rockton Software product build, you can go to Help [Alt + H] | Rockton Software Support.

Or you can also go to Tools | Setup | Product | Product Setup.



Screenshots

If you’re receiving specific error messages or having a specific issue take a screenshot so we can see. Screenshots are always helpful to have included in your case.

Details
Always include any details about the issue you’re having along with any troubleshooting steps, blogs, or Knowledge Base articles, which you have already tried. Include repro steps if the issue/situation can be recreated.

Here are some examples: The issue only occurs on one workstation, the issue is occurring for specific users, it all started happening after an update was applied, a new product was recently installed, etc.

Including a copy of your DYNAMICS.SET file is also helpful, this allows us to see what other products you’re currently using. Note: You can quickly copy/paste your Launch file right from the Help [Alt + H] Rockton Software Support window.

Scripts
If an error message is being thrown, try to capture a Script Log or a dexSQL.log of when the error is being thrown. Read this helpful blog to learn more about creating a Script Log.

Click here to learn more about the Microsoft Dynamics GP versions that we support.

Auditor was designed to track changes in Microsoft Dynamics GP, such as when someone adds, deletes, or just changes a record. And, that is why most customer prospects are looking for: fraud protection. But, Auditor can do more than that.

Procedural Clarification:
Auditing tools can help verify your procedures within your company.  For example, let’s say you put a new process in place where going forward the ‘Customer PO Number’ field on the Sales Transaction Entry window is now required.  You can use Auditor to track the field, during the process implementation and everyone gets into the habit of entering it.  Then, you can use SmartList to check by user and/or date if the field is being updated.

For example, at Rockton Software, we had an issue with users following different procedures. Customer Contact kept changing. Sue said she changed the company’s contact every other day, and she did not understand why the save hadn’t been working. We set up an audit on that field and were able to check the audit logs, thus, realizing Jane, our Internal Accountant, was changing it back. We had the audit log to show that Jane and Sue kept undoing each other’s work, toggling the contact name back and forth. This allowed us to set a specific procedure.

Performance Evaluation:
Auditor can also be used as a performance evaluation tool.  You can easily track the quantity and accuracy of the transactions being entered. Simply setup an audit to track newly created records on a work table (example:  adds on the SOP10100 – Transaction Work Table).  Again using SmartList sort by user to determine how many transactions each user is entering. 

You can also track changes or voids to the transactions and when doing so require the user to enter a note.  Then review the audit information to determine if changes or clarifications in procedure need to be addressed.

Troubleshooting:
Find mysterious changes to data by simply setting up an audit to track the field(s) in question. Use Auditor’s notification features and have an email or an alert automatically sent to the system admin when the field has been changed. They can then use this information to work with the user making the changes to understand the exact steps they are performing in the system and continue troubleshooting from there.


Long and Short-Term Memory Tool:


Yes, you read that correctly. Tracking changes on highly sensitive data doesn’t only have to be for Fraud Prevention.  It can also be a tool to help you recall and/or investigate prior data changes. For example, you get to the end of the year, and you are wondering why an employee’s deduction on their salary appears to be incorrect.  If you are tracking changes made to the employee Paycode record, you could refer back to the audit log to see if, when, and who made the change.

In addition to helping you with Fraud Prevention or implementing your SOX requirements, Auditor can do so much more for you.

In this example, I am auditing a Vendor Check Name change in the PM Vendor Master File. I need to send the file to an Auditor Specialist using Excel. The canned SmartList Auditor Audits Object doesn’t contain reference fields, such as the Vendor Name or the Vendor Phone Number. In this example, it is needed by the Auditor Specialist, however, with SmartList Designer, I am able to add them.

Viewing the Results of the Canned SmartList Auditor Audits Object
In this screenshot of the SmartList Auditor Audits Object, I can see the Vendor Check Name was changed for Vendor ID GARDNERS0001 from Gardner Services to Jack Wolf.

Not Everyone has Access to View the Results or Drill Back on the Results in SmartList
When you send this information to an Auditor specialist, in your company or outside of the company, through an Excel file for example, they may need to verify the information that was changed in a timely manner. By adding more details to the results of a SmartList Auditor Object, you can help speed up the auditing process.

Defining Reference Fields
For the additional fields like Vendor Name and Phone Number 1 that you want to capture, mark them as Ref in the Auditor Table Maintenance window to track the information going forward (see image below). Once the next Audit is done, these Ref field values can be found in the RSA Audit Log Reference Master (RSAS031) table.

Viewing Reference Fields in Microsoft Dynamics GP SmartList
If the Auditor Specialist in your company is viewing the information directly in the canned SmartList Auditor Audits Object results, they can just double-click the record to open the Audit Inquiry window, and then click the Record Key field’s blue arrow button. This will open the Audit Reference Fields window with the Vendor Name and Phone Number 1 values.

Viewing Reference Fields without having to Drill into a SmartList Object Record or from a SmartList Object Results Export

Creating a SmartList Object using SmartList Designer
Here are the stepst o add Auditor Reference fields to a SmartList Oboject using SmartList Designer:

  1. On the Microsoft Dynamics GP menu, click SmartList
  2. Click Auditor
  3. Click the New button
  4. Enter a SmartList Object name in the List Name field. For example, Audit Details change.
  5. In the Database View list, expand Auditor, expand Tables, expand System, expand RSA Audit Log Master
  6. Select the fields you would like to see in the SmartList Audit Details object. In this example, I have selected the following fields: User ID, RSA Date, RSA Time, RSA Record Key String, RSA Table Name, RSA Window Name, RSA Field Name, RSA Field Value String Old, RSA Field Value String, RSA Field Note, and Company ID
  7. In the Database View list, expand Auditor, expand Tables, expand System, expand RSA Audit Log Reference Master
  8. Select the fields you would like to see in the SmartList Audit Details object. In this example, I have selected the following fields: RSA Field Name, RSA Field Value String, and RSA Event ID
  9. In the Relationship section, select the following:
  • TableName: RSA Audit Log Master
  • FieldName: RSA Event ID
  • Left Join
  • TableName2: RSA Audit Log Reference Master
  • FieldName2: RSA Event ID

10. Click the Execute Query button to view your results
11. Click the OK button
12. Click Audit Details and the results of your new SmartList Object will appear

Click here to review our Knowledge Base article on Creating a SmartList Object using SmartList Designer.

Viewing the Results of the SmartList Designer Details Object
Here is a screenshot of what the SmartList Audit Details Object I created through SmartList Designer. You can export this using Excel and send the file to the Audit Specialist; in this example, the Auditor Specialist needs to contact the Vendor to verify the Vendor Check Name is correct, or if the person viewing the results needs to check the Vendor Check Name. They have the phone number readily available in the results as well.


Note: There are three records due to how the records are stored in the RSA Audit Log Reference Master table. Since I have three fields checked as a Ref in the Auditor Table Maintenance window for this specific Audit, three records will appear per RSA Event ID.

More Options for Custom Reports to include the Reference Fields from the RSA Audit Log Reference Master (RSAS031) Table
You can also create a custom report using SmartList Builder or other reporting tools: SSRS, Report Writer, and Crystal Reports. 

Click here to learn more about Auditor by watching a recorded demo.

You have all of your Audit Groups setup and created some audits, but you’re noticing that the Message Center isn’t showing any audits and no Notifications are being sent to your specified System Administrators. What’s missing?

Let’s take a look at your Auditor System Settings window. You can get here  by navigating to Auditor l System Settings or Tools l Setup l Auditor l System Settings. Start by making sure that you have Users checked in the System Administrators section of the window; you will need to have the Message Center checkbox marked, if you want the particular user to receive Audit Notifications in the Message Center. To make sure that the user is receiving Email Notifications, you need to click on the Expand Button then mark the Email checkbox. In the line underneath the user, enter in the email address you’re wanting the Audit Notifications emailed to. The great part about the Notification deliver is that you can choose to only use the Message Center, get Emails, or both.

You will now need to take a look at the Audit Groups and the audits themselves. The key is to know exactly the audits you want to receive notifications on. Open up the Audit Group Maintenance window by going to Auditor l Audit Groups or Tools l Setup l Auditor l Audit Groups. Pull up an Audit Group then double-click (or highlight and click the edit button) on an audit.

Form Audits:
Double-click on a Form Audit to open the Auditor From Maintenance window. Double-click on the Fields being audited that you want to closely watch to open the Field Options window. Mark the ‘Notify System Administrators’ checkbox to receive notification of audits.

Note: the ‘Notify System Administrators’ checkbox needs to be marked for each individual Field that you want to receive Notifications. Otherwise, you will still see the audits in the Audit Log (SmartList).

Table Audits and SQL Table Audits:
Double-click on a Table or SQL Table Audit. In the screenshot below, you will see the Tracking Options area of the Maintenance window. If you want to receive notifications for ‘Adds’ or ‘Deletes’, then make sure those particular checkboxes are checked. Then, click on the Options icon.

The Field Options window will open. This is where you will need to mark the ‘Notify System Administrators’ checkbox to ensure a Notification will be sent are regarding the ‘Adds’ or ‘Deletes’. If you’re wanting to keep an eye on specific Fields, click on the Field then the Options icon; this will open the Field Options window, where you need to check ‘Notify System Administrators’.


Note: The ‘Notify System Administrators’ checkbox needs to be marked for each individual Field that you want to receive Notifications. Otherwise, you will still see the audits in the Audit Log (SmartList).

That’s it. You have everything setup and customized the way you want it. Now you should start to see items in the Auditor Message Center and/or via Email Notifications.

If you still don’t see the notifications, here are a few things you can check:
Registration Keys: Double-check your Registration Keys in the Auditor l Auditor Setup l Registration window to make sure it is entered in correctly, valid, correspond to the Microsoft Dynamics GP version you’re running, and that the User Count is correct. This is also true if you’re currently doing a free trial of Auditor. You will want to make sure the trial keys have been entered.
Email Notifications: You must be using a MAPI complaint email on the workstation that is being audited for the Email Notifications to be sent. The email client also needs to be open on the workstation.
Auditor Installed: For Auditor to work, it must be installed on all workstations that have Microsoft Dynamics GP.

If you’ve tried those three things and your notifications are still not working, please contact support@rocktonsoftware.com.

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