User Action Log: How to Find the Error and Who is Responsible

Restoring control over your business

Imagine a typical situation: the end of the business day and the cash in the register does not match. Or you open an important document and see changes that should not be there. Or goods have disappeared from the warehouse. The first question a manager asks is: "Who did what and when?". Often the answer turns into long investigations, assumptions, and mutual accusations.

However, guesses can be turned into facts. The Torgsoft system includes built-in tools that record every employee action with absolute accuracy. These user action logs are your path to full transparency and control, allowing you to instantly find the cause of any discrepancies.

1. Why the action log cannot be falsified

The main tool for total control is the “User Action Log”. Its function is to record absolutely any action, from opening a form to attempting to delete a document. Each event is classified into one of five types:

• Action: any active operation (for example, creating an invoice, selling goods).

• Information: a system message about successful completion of a task (for example, “Calculation completed”).

• Confirmation: a message that requires the user’s approval or rejection (“Print warranty card?”).

• Warning: a message about potential problems (“This item is not tracked by serial numbers”).

• Error: a signal that the action was not completed (“Sold item not paid”).

The key feature of this tool is the integrity of the records. Individual log entries cannot be changed or falsified.

“Using the available tools of the program, it is impossible to adjust the records here, since this table has no manual editing capabilities. None of the users, even the owner with full rights, can edit the data on this form.”

However, it is important to understand that although individual records are protected from editing, the administrator can delete logs for a certain period, for example using the “Delete up to date” function or when deleting statistics of closed periods. This ensures data integrity for operational investigations, preventing backdated falsification while allowing the administrator to manage the database size in the long term.

2. Three levels of control: investigation by the funnel principle

Effective control in Torgsoft is not just a set of tools but a complete investigation system. It allows you to move from a general fact to the smallest details, like through a funnel, to precisely determine what, who, and how it happened.

Level 1: Macro level (What happened?) — Document Change Log

This is your first control point that signals changes in critical warehouse and financial operations.

Example: A manager notices a discrepancy in a report and checks this log. He sees that someone modified a sales invoice (Sale) today.

The log tracks the following document types:

• Receipt

• Sale

• Return

• Internal transfer

• Write-off

• Supplier return

• Defective return

• Financial document

Level 2: Meso level (Who and when?) — User Action Log

When you know what happened, this log shows who did it and in what context. It records not only changes but the full chronology of the user session: which windows were opened, which reports were generated, and which buttons were clicked.

Example: A manager filters the log by the time the invoice was changed. He sees that user Salesperson_1 was active at that time and opened customer discount settings before editing the invoice.

Level 3: Micro level (How exactly?) — Edit Form Change Log

This is the level of final, indisputable evidence. This tool shows exactly which data was changed in the fields, recording the old value, the new value, and even the order of editing.

Example: To get final confirmation, the manager opens this log. The records show that user Salesperson_1 changed the “Discount” field in the invoice. Old value: 5. New value: 15.

This approach turns an investigation from a chaotic search into a clear three-step process that is guaranteed to produce a result.

3. Not only for punishment: how logs help fix mistakes

Control tools are often associated with finding the guilty and punishment. However, their true value also lies in the ability to quickly correct unintentional mistakes, saving the business from losses.

Let’s look at a real example: an employee working with the register of incoming invoices wanted to delete one extra item but accidentally deleted the entire document with dozens of products. Without control tools, restoring such an invoice would turn into a complex task requiring a lot of time and effort.

“Thanks to the ‘Document Change Log’, our technical specialist compiled a list of all items, with prices and quantities, from the deleted invoice and recreated it. The status quo was restored.”

This example shows that logs are not only a monitoring tool but also a security system for your business. They allow you to fix human errors, restore data, and improve workflows, creating a culture of accountability without fear.

4. The “hidden” power: make sure you have enabled the required logs

It is important to know that some of the most powerful logging features in Torgsoft are not enabled by default. If you do not enable them manually, the system will not collect valuable data, and at the critical moment you will not be able to check anything.

In particular, this applies to tools such as “Enable document change log” and “Enable minimum stock change log”. The second log tracks who and when changed the minimum stock level in the warehouse, which is crucial for managing purchases and avoiding shortages.

To activate the key log for document control, follow these steps:

1. Go to Settings → Parameters → Access.

2. Check the box next to Enable document change log.

If these settings are not enabled, the corresponding logs will be empty. In the event of an incident or error, you will lose the ability to restore the timeline and identify who was responsible, because historical data will simply not be saved.

From reaction to proactive control

The logging tools in Torgsoft form a comprehensive system that provides transparency, security, and the ability to quickly recover from mistakes. They allow a business to move from a reactive management style, where you only respond to existing problems, to proactive control, preventing many of them.

Now that you know about these tools, which first “blind spot” in your business do you plan to check?