Prompting Users for Reasons

The Advanced edition of Audit Trail enables an organization to require a reason before a user can delete (or replace) an electronic file, delete an entry, delete a document version, delete pages of a document, delete (or detach) a volume, print a document, export a document, and/or export a briefcase. If a reason is required, the user will be prompted to select from a predefined list when he or she tries to perform one of these actions. The list of reasons is configured in the Laserfiche web client management page under the Auditing tab of the user or group you want to require reasons for. You can require reasons for all users at once by configuring them for the Everyone group. You can define a separate list of reasons for each event reasons can be required for.

Reasons are configured on a per-user and per-action basis. For example, the Export and Print audit event has been specifically configured for Joe, and a list of reasons for exporting a document/briefcase will have been defined for Joe. When Joe tries to export a document, he will be presented with the list of predefined reasons and will be required to choose one before exporting the document.

Users can also provide optional comments. If any of the events that can require reasons (listed above) have been configured to require reasons for any of the groups to which the user belongs, that user will be prompted for a reason, and this information will be included in the audit report.

Note:  In either case, only a single reason needs to be configured in order to require the user to select a reason. If no reasons have been assigned, that user will not be prompted for a reason.

Note:  Users can only be prompted for a reason when the Entry, Page, Volume and/or Export and Print events are being logged. If these events are configured to prompt for reasons, but are disabled in the Laserfiche Web Administration Console, the previously configured reasons will be lost.

To determine if a user will be prompted for a reason

  1. Open the Laserfiche Administration Console.
  2. Expand the desired Laserfiche Server item.
  3. Select the desired Laserfiche repository.
  4. If security has been enabled on that repository, log in as any user who has been granted the Manage Audit Settings privilege for the specified repository.
  5. Expand the Users and Groups node.
  6. Select Repository Users, Repository Groups, Windows Accounts, Laserfiche Directory Accounts, or LDAP Management.
  7. Right-click the desired user or group and select Properties.
  8. Click the Auditing tab.
  9. In the Reasons option, click Effective... to review the reasons currently applicable to the user, whether applied to them directly or inherited from a group.

To require reasons for an event

  1. For the user or group you are configuring auditing for, ensure the Success and/or Failure check boxes next to the event in question are selected.
  2. In the Reasons option, select the event you want to require a reason for (Delete Electronic File, Delete Entry, Delete Document Version, Delete Pages, Delete Volume, Export Document, Export Briefcase, or Print Document), and click Edit to open the Modify Reason dialog box for that event.
  3. Type a reason, click Add, and click OK.

Tip:  If reasons have been configured for an event, the user must select one of the reasons when presented with the list. To allow users to choose a reason other than those already specified, provide an "Other" option and encourage users to provide a comment detailing the specific reason.

To modify a reason

  1. In the Reasons option, select the event for the reason you want to modify and click Edit to open the Modify Reason dialog box for that event.
  2. Select the desired reason and click Modify.
  3. Type the new reason and click OK.

To delete a reason

  1. Select the desired event the reason was configured for.
  2. Click Edit to open the Modify Reason dialog box.
  3. Select a reason under Current Reasons and click Delete.
  4. Click OK.

To determine if a user will be prompted for a reason

  1. Open the Laserfiche web client management page. Sign in as any user who has been granted the Manage Audit Settings privilege for the specified repository.
  2. On the Overview page, under Users and Groups, select the appropriate type of account, click on the appropriate user or group, or click Everyone to make changes for the Everyone group.
  3. Click the Auditing tab.
  4. Under Reasons, you may review the reasons currently applicable to the user. These include reasons applied to the user directly and those inherited from a group.

To require reasons for an Entry, Page, Volume or Export and Print event

  1. For the user or group you are configuring auditing for, ensure the Success and/or Failure check boxes next to Entry, Page, Volume and/or Export and Print are selected.
  2. In the Reasons section, select the event for which you want to require a reason for (Delete electronic file, Delete entry, Delete pages, Delete volume, Export document, Export briefcase, Print document, Delete document version). Type a reason under Add Reasons, click Create, and click Save at the bottom of the page.

Tip:  If reasons have been configured for an event, the user must select one of the reasons when presented with the list. To allow users to choose a reason other than those already specified, provide an "Other" option and encourage users to provide a comment detailing the specific reason.

To delete a reason

  1. Select the desired event the reason was configured for.
  2. Click the X to the right of the reason.
  3. Click Save.

Tip: To modify a reason, delete a current reason and add a new reason.