Provides helpful information on implementing, installing, and setting up Auditor.
Below is information regarding the install and implementation of Auditor. If you would like Rockton Software to perform the mplementation or you would like detailed training on Auditor, contact our sales team for a quote on those services.
Before installing Auditor, it is helpful to meet with all necessary parties and determine the following:
- What needs to be audited – we recommend not auditing everything as you will end up with a lot of information you may not need.
- What e-signatures do you wish to create.
- What types of audits do you plan to use – form, table, or SQL table.
- What notifications do you want to receive – all audits are tracked and recorded but you can choose when to receive notifications. Keep in mind, if you want to be notified of everything, that can get to be a lot of emails.
- Who will be administrators in Auditor.
The latest build of our Product can be found on our website using the link below. Select your version of Microsoft Dynamics GP and then mark the Product to download. You may also download the user guide and sample audit groups.
Auditor should be installed on all machines where Microsoft Dynamics GP code is installed. If it is not installed, actions performed by users will not be captured unless you are using a SQL Table audit. We also recommend all users are logged out of GP while doing the installs.
The following KB provides helpful information on installing our products.
The first install will take the most time as this is when tables, stored procedures, etc. are built. Typically, the install takes 5-10 minutes. The remaining workstations will take less time as it is installing the code only.
3. Reg Keys
After the install is complete, be sure to enter the registration keys that were provided to you by the sales team. Ensure that they are valid after being entered. If not, contact email@example.com to assist you.
Assign security roles to the necessary users. They can be Auditor Administrators or Auditor Auditors. The Auditor Auditors will be able to review audits and Auditor Setup but not make changes to the setup. If you only want to audit the user, then you do not need to assign an Auditor Security Role to them.
2. System Settings
Set up your Auditor System Settings to meet your needs. Choose who will be Administrators to receive notifications through email and/or the Message Center. You also choose who will be E-sign Approvers.
Create your audits and e-signatures based on what you determined you need to audit in your discovery meeting. Time spent setting up an audit group will depend on how many audits you plan to include the group. Each audit typically takes 5-20 minutes, again depending on the audit itself.
If you need assistance in getting started on what to audit, be sure to download the sample Audit Groups from our download page (link listed above). You can also review the following article for more ideas on what to audit.
Create and assign your E-signatures based on your discovery meeting. Each E-signature can take from 10-20 minutes depending on the E-signature and where you want to use it.
After you have created your Audit Groups and E-signatures, we recommend you test them to make sure you get the results you are expecting.
2. Export Audit Groups and E-signatures
After you have set up your Audit Groups and E-Signatures, we recommend you export them and save them should you ever need to restore either of them. If you make changes to the Audit Groups or E-signatures, be sure to export them again so you keep a copy of the latest. Here are the steps to export:
a. Enter or select an existing Audit Group on the Group Maintenance window.
b. Go to Actions | Export Group.
c. Choose where to save the exported Audit Group.
d. Click Save.
a. Enter or select an existing E-signature on the E-sign Signature Definition
b. Go to Actions | Export.
c. Click OK to the message prompting you where the signature file was saved.
1. Current Version
Periodically we release a new build of Auditor. We recommend you install the most recent build if possible. This will ensure you have the latest bug fixes and newest enhancements.
2. Archive and Purge
You may want to clean up old audit records now and then to help keep the table size more manageable and make it easier when reporting and reviewing audits. You may use the Archive and Purge feature to move some older records to an xml file and then purge the data out of Microsoft Dynamics GP. This will help with performance issues you may see when you have a lot of data around audits.
It is always recommended to make a backup prior to using Archive and Purge. You will find the Archive and Purge option under Microsoft Dynamics GP | Tools | Setup | Auditor | Auditor Setup | Audit/Approval Log Maintenance.
Here are some helpful KBs regarding Archive and Purge:
Below are additional KB articles that may assist you in implementing Auditor.