eSignature Report

This program lets you generate a report of audit log information relating to transactions that form part of the Electronic Signatures system.

Exploring

Where it fits in?

You can configure the Electronic Signatures system to maintain a detailed transaction log for auditing purposes (which can be archived for later retrieval).

A computer-generated time-stamp records the date and time of operator entry (including creation, modification, or deletion of records). This lets you generate a secure audit trail of completed transactions, indicating who performed a transaction and when it occurred.

Functionality:

The eSignature Query program provides an audit log of information relating to transactions controlled by eSignatures.
The eSignature Report program lets you generate a report of audit log information relating to transactions requiring eSignatures.
The eSignature Purge program lets you remove audit log entries held on file (based on the age of the entries) to reduce the number of entries in the log table (the table can consume excessive disk space after you have used the Electronic Signatures system for some time).

This purge system is controlled using the Global Configuration options where you can enable or disable purging and maintain run time selections.

Starting

Solving

FAQs

How do I generate a report of audit logs for eSignatures?

The eSignature Report program lets you generate a report of audit log information relating to transactions requiring eSignatures:

Open the eSignature Report program (Program List > Administration > Electronic Signatures).
Indicate if you want to generate a Detail or Summary report at the Report type field.
(Optional) Indicate your criteria preferences for which you want to generate the report.
- Transaction selection
- Transaction date selection
- Transaction time selection
- Operator selection
- Program selection
- Key selection
- Variable selection
(Optional) Use the Include options to define which transaction statuses you want to include in the report.
(Optional) Define any additional report options you require within the Output Options pane.
Select the Process function.
Exit the eSignature Report program.

Using this lets you produce a report of the audit entries displayed in the eSignature Query program according specific report criteria and report options.

How do I configure a detailed audit log?

You would typically follow this procedure to generate a more detailed log per transaction, apart from the audit log which is generated by default when you set a transaction's access control to eSignatures or Log only.

In addition, you can add variables to provide insight into transactions performed or initiated by your SYSPRO operators:

Load the Electronic Signature Transaction Setup program:
1. Open the Electronic Signature Configuration Setup program (Program List > Administration > Electronic Signatures).
2. Select the Maintain hyperlink (in the Transactions column) against the configuration level for which you want to define conditions. This loads the Electronic Signature Transaction Setup program.
  
  This only applies if the Transaction Type for the configuration is defined as Define by Transaction.
Select the Edit hyperlink against the relevant transaction within the Transactions listview. Alternatively, select the Add condition hyperlink to add an additional condition. This enables the Configure pane.
Define the Access level as eSignature or Log only.
Enable the Detail log required option under the Logging and trigger options section.
Optionally select the Configure details hyperlink to load the Configure Detail Log window:
1. Indicate the variables that you want to include in the detailed log for the transaction by using the checkbox within the Select column.
  
  For example:
  
  You may want to know the name of the supplier and banking details associated with the supplier that was added by an operator for the AP Supplier added transaction.
  
  You'd therefore add the %Key, %Bank, %BankAccount and %BankBranch variables.
  
  Adding a large number of variables to the detail log can increase the size of the audit log table. Therefore, you should consider only including the required variables.
2. Select Ok to save your selections.
Select the Save function of the Electronic Signature Transaction Setup program to save your condition's configuration.
Close the Electronic Signature Transaction Setup program.
Exit the Electronic Signature Configuration Setup program and restart SYSPRO for your changes to take effect.

You can now view the audit logs for eSignature transactions using the eSignature Query program (Program List > Administration > Electronic Signatures).

How do I purge audit logs for eSignatures?

After defining your preferences for purging log records, you can use the eSignature Purge program to remove audit log entries held on file, based on the age of the entries:

Open the Electronic Signature Configuration Setup program (Program List > Administration > Electronic Signatures).
1. Select the Global Configuration function to load the Global Configuration window.
2. From the Purge options section, select the Allow purge option to enable purging audit logs for eSignatures.
3. Optionally enable the Allow run time selection option so that you can indicate the relevant number of months or years against the Purge log records older than drop-down.
4. Select the Save function.
  
  You are returned to the Electronic Signature Configuration Setup program.
5. Exit the Electronic Signature Configuration Setup program and restart SYSPRO for your changes to take effect.
Open the eSignature Purge program (Program List > Administration > Electronic Signatures).
1. At the Purge field, indicate if you want to remove all audit log information or only the details log.
2. Use the slider to indicate the Months to retain records.
3. Select the Start purge function and accept the confirmation message that is displayed.
The program automatically closes and an informational message is displayed indicating how many records were removed.

This helps reduce the number of entries in the AdmSignatureLog and AdmSignatureLogDet tables as the number of entries can grow substantially after you have used the Electronic Signatures system for some time.

Using

Process

Summary implementation and usage

The following process outlines how to implement the Electronic Signatures system for a single company. However, this is only a basic guide and you can configure the system differently according to your requirements:

Enable the Electronic Signatures system:
1. Open the Electronic Signature Configuration Setup program (Program List > Administration > Electronic Signatures).
2. Select the Global Configuration function to launch the Global Configuration window.
3. Enable the Electronic signatures required option.
4. (Optional) Disable the Secure by default option to ensure that any new eSignature transactions added to the system are automatically defined as Allowed by default.
  
  If you leave this option as enabled, then the access control of all new eSignature transactions added to the system are automatically set to Denied by default.
5. At the Authentication by field, indicate which password must be used for the authentication process when you configure eSignatures that require a password to be entered before certain transactions can be processed.
6. At the Configuration level field, indicate the level at which you want to configure eSignatures:
  - System-wide (if you want to apply access control and any advanced settings to all operators and groups across the system (i.e. in all companies)
  - Company, group, operator or role (if you want to configure eSignatures for a specific company, group, operator or role)
7. (Optional) Enable the Specify company for operator/group/role option if you want to configure Electronic Signatures separately for different companies. Otherwise the configurations defined for each group will apply to those groups in all companies.
8. (Optional) Indicate your preferences for purging log records against the Purge options.
9. Select the Save function to return to the Electronic Signature Configuration Setup program.
10. Exit the Electronic Signature Configuration Setup program and restart SYSPRO for your changes to take effect.
Define your configuration level(s) at Operator, Group, Company or Role level:
1. Open the Electronic Signature Configuration Setup program (Program List > Administration > Electronic Signatures).
2. Select the Add a new configuration toolbar function.
  
  A new blank record is added to the listview.
3. Indicate the Security level you require as Company, Operator, Group or Role.
4. Depending on your selection against the Security level, indicate the associated code within the following columns:
  - Company
  - Operator
  - Operator Group
  - Role
5. Indicate the access control you require for this configuration level within the Transaction type column:
  - eSignature
  - Allowed
  - Denied
  - Log only
  - Excluded
  - Define by transaction
6. Select the Save function.
7. (Optional) If you defined the Transaction type as Define by transaction:
  1. Select the Maintain hyperlink within the Transactions column.
    
    This loads the Electronic Signature Transaction Setup program from where you can define the transactions associated with the configuration, as well as the trigger and audit log details.
  2. Locate the transaction you want to configure the eSignature against and select one of the following depending on your requirements:
    - To maintain the existing condition for the transaction:
      
      Select the Edit hyperlink within the Edit column of the Transactions listview.
    - To add an additional condition to the transaction:
      
      Select the Add condition hyperlink within the Add condition column of the Transactions listview.
  3. Within Configure pane, define the condition as you require it, along with the effective period, logging and trigger requirements.
  4. Select the Save function to return to the Electronic Signature Configuration Setup program.
8. Exit the Electronic Signature Configuration Setup program and restart SYSPRO for your changes to take effect.
Once the Electronic Signatures system is in place and operators have begun processing transactions that form part of your configuration level(s), you can view the audit log:
1. Open the eSignature Query program (Program List > Administration > Electronic Signatures).
2. Indicate the relevant Time filter.
3. Enable the Show detail option from the toolbar.
4. Optionally define any criteria you require within the Filter Options pane and select the Apply Custom Filter function.
5. Select the Refresh View function.
Generate a report of audit log information relating to transactions that form part of the Electronic Signatures system:
1. Open the eSignature Report program (Program List > Administration > Electronic Signatures).
2. Indicate if you want to generate a Detail or Summary report at the Report type field.
3. (Optional) Indicate your criteria preferences for which you want to generate the report.
  - Transaction selection
  - Transaction date selection
  - Transaction time selection
  - Operator selection
  - Program selection
  - Key selection
  - Variable selection
4. (Optional) Use the Include options to define which transaction statuses you want to include in the report.
5. (Optional) Define any additional report options you require within the Output Options pane.
6. Select the Process function.
7. Exit the eSignature Report program.
If required, you can purge the audit log entries held on file to reduce the size of the log files:
1. Open the Electronic Signature Configuration Setup program (Program List > Administration > Electronic Signatures).
  1. Select the Global Configuration function to load the Global Configuration window.
  2. From the Purge options section, select the Allow purge option to enable purging audit logs for eSignatures.
  3. Optionally enable the Allow run time selection option so that you can indicate the relevant number of months or years against the Purge log records older than drop-down.
  4. Select the Save function.
    
    You are returned to the Electronic Signature Configuration Setup program.
  5. Exit the Electronic Signature Configuration Setup program and restart SYSPRO for your changes to take effect.
2. Open the eSignature Purge program (Program List > Administration > Electronic Signatures).
  1. At the Purge field, indicate if you want to remove all audit log information or only the details log.
  2. Use the slider to indicate the Months to retain records.
  3. Select the Start purge function and accept the confirmation message that is displayed.
  The program automatically closes and an informational message is displayed indicating how many records were removed.

Access Control Levels

Within the Electronic Signatures system, you can define access control either at configuration or transaction level. Therefore, the following table summarizes the access control levels available.

Considerations:

The access levels you define against an individual operator take precedence over the access levels defined at company level.
Each transaction condition can have a different access control level.

Similarly, each operator group can be assigned a different access level.
If you select the eSignature or All Secured by eSignature access level, then a password must be defined against each operator who has access to the transaction.

This is either an operator password or an alternate password, depending on your selection at the Authentication by option within the Global Configurations.
Where transactions are configured against a specific operator, the access level defined against the operator applies (except if this access level is set to Excluded from definition), regardless of the configuration against any groups to which the operator belongs.

If the access method for a transaction configured against an operator is defined as Excluded from definition, then the access level defined against the operator's group(s) applies.

If the access level against the group(s) is also set to Excluded from definition, then the access level defined against the company applies.

Access Control	Impact
eSignature (Configuration level) or eSignature (Transaction level)	This sets the current transaction or configuration level to be subject to the Electronic Signatures system. Configuration level Transactions are subject to Electronic Signatures and therefore operators must enter a password before a transaction can be processed. Transaction level The transaction is subject to Electronic Signatures and you therefore need to indicate one of the following against the transaction: The operator is required to confirm with a password to proceed. A message box should be displayed requesting confirmation, with a default result to either proceed or deny the transaction. Auditing capabilities An audit log is generated for each transaction when this access control is defined at either level.
Allowed (Configuration level) or Allowed (Transaction level)	When selected at either Configuration or Transaction level: Operators can process transactions without having to enter a password (i.e. transactions are ignored by the Electronic Signatures system). Auditing capabilities No audit log is generated for the transaction.
Denied (Configuration level) or Denied (Transaction level)	When selected at either Configuration or Transaction level: Operators are prevented from processing any SYSPRO transaction that forms part of the Electronic Signatures system. Auditing capabilities No audit log is generated for the transaction.
Log Only (Configuration level) or Log only (Transaction level)	When selected at either Configuration or Transaction level: Operators can process transactions, but an audit log is generated for every transaction. In other words, this is the same access control as Allowed, except an audit log is generated. Auditing capabilities An audit log is generated for each transaction when this access control is defined at either level.
Excluded (Configuration level) or Excluded from definition (Transaction level)	When selected at either Configuration or Transaction level: Transactions are ignored by the Electronic Signatures system. You would typically select this option at Configuration level if you wanted to configure only a few transactions for Electronic Signatures. Configuration level considerations The access control to all transactions are set to Excluded. You can then select the Define by Transaction option to configure the transactions you want to secure individually. If you select this option but do not configure any transactions individually, then this is equivalent to selecting the Allowed option for the selected configuration level. Therefore, the purpose of this option at Configuration level is to cascade the access level up to the next level defined, except when using role-based eSignature definitions, as there are no higher-up levels. For example: If the transaction is excluded for an operator, then the access level defined against the group applies. If this is defined as Excluded from definition, then the access level defined against the company applies. This access control is an advanced option and should therefore only be used with sophisticated conditional logic. Auditing capabilities No audit log is generated for the transaction.
Define by Transaction (Configuration level)	When selected at Configuration level: This lets you configure each SYSPRO transaction that forms part of the Electronic Signatures system individually. You can then select the Edit or Add condition option from the Transactions listview of the Electronic Signature Transaction Setup program to define additional configuration options for each transaction. In addition, you can deselect individual transactions in the Transactions listview, thereby setting that transaction to Denied for the selected configuration level.

Access Control

Impact

eSignature (Configuration level)

eSignature (Transaction level)

This sets the current transaction or configuration level to be subject to the Electronic Signatures system.

Allowed (Configuration level)

Allowed (Transaction level)

When selected at either Configuration or Transaction level:

Operators can process transactions without having to enter a password (i.e. transactions are ignored by the Electronic Signatures system).

Denied (Configuration level)

Denied (Transaction level)

When selected at either Configuration or Transaction level:

Operators are prevented from processing any SYSPRO transaction that forms part of the Electronic Signatures system.

Log Only (Configuration level)

Log only (Transaction level)

When selected at either Configuration or Transaction level:

Operators can process transactions, but an audit log is generated for every transaction. In other words, this is the same access control as Allowed, except an audit log is generated.

Excluded (Configuration level)

Excluded from definition (Transaction level)

When selected at either Configuration or Transaction level:

Transactions are ignored by the Electronic Signatures system.

You would typically select this option at Configuration level if you wanted to configure only a few transactions for Electronic Signatures.

Define by Transaction (Configuration level)

When selected at Configuration level:

This lets you configure each SYSPRO transaction that forms part of the Electronic Signatures system individually.

You can then select the Edit or Add condition option from the Transactions listview of the Electronic Signature Transaction Setup program to define additional configuration options for each transaction.

In addition, you can deselect individual transactions in the Transactions listview, thereby setting that transaction to Denied for the selected configuration level.

Status Codes

Electronic Signatures - Transaction Statuses

The following indicates the different statuses which may apply at some point to each transaction that forms part of the Electronic Signatures system.

You can view the current status of an eSignature transaction using the eSignature Query program or the eSignature Report.

Status	Description
0 - Authorized but not yet complete Successfully passed Electronic Signature verification (but transaction not yet completed)	This status indicates that the transaction has been authorized but not yet completed. For example: If the AP Month-end performed transaction is configured within the Electronic Signatures system to require a password before proceeding, and an operator enters the correct password but has not yet completed the full process, then the transaction resides in this status until complete.
1 - Function canceled Operator canceled from Electronic Signature function	This status indicates that the operator canceled the particular function before the eSignature verification could complete. For example: The Access Control against the against the AP Delete payment run transaction was defined as Allowed, but the operator canceled the process while performing a payment run.
2 - Password verification failed Failed to enter password x number of times	This status indicates that the password verification failed due to the operator entering the incorrect password x number of times.
3 - Denied access Operator was denied access to the function	This status indicates that the operator was denied access to the particular function or transaction. For example: The operator couldn't perform the month-end as the Access control defined against the CB Month-end performed transaction was defined as Denied.
4 - Transaction canceled Operator canceled the transaction	This status indicates that the operator canceled the transaction before it completed.
9 - Authorized and complete Transaction was authorized completed successfully	This status indicates that the transaction has been successfully authorized and completed. For example: If the Access control against the AP Post invoice transaction for a particular operator is defined as Allowed and that operator then processes an invoice, the transaction is successfully authorized and completed.

Referencing

Report Options

Field	Description
Report type	Summary This lets you print a report listing a summary of logged information for all transactions requiring Electronic Signatures. Detail This lets you generate a detailed audit log report containing additional information relating to all variables applicable to each transaction logged.
Transaction selection	Indicate the transaction id(s) for which you want to generate the report.
Transaction date selection	Indicate the transaction date(s) for which you want to generate the report.
Transaction time selection	Indicate the transaction time(s) for which you want to generate the report.
Operator selection	Indicate the operator(s) for which you want to generate the report.
Program selection	Indicate the program code(s) for which you want to generate the report.
Key selection	Indicate the key(s) for which you want to generate the report. This is the key for the table in which the transaction occurred (e.g. supplier code, stock code, customer code, etc.).
Variable selection	Indicate the transaction variables (as defined within the Electronic Signature Configuration Setup program) for which you want to generate the report.
Include	This lets you indicate the eSignature statuses according to which you want to generate your report. This is based on the Status description associated with each particular transaction as displayed in the eSignature Query program. Transaction completed successfully This includes all transactions that have been authorized and completed successfully (i.e. transactions with a current status of 9 - Authorized and complete). Transaction authorized but incomplete This includes all transactions that have been authorized but not yet completed (i.e. transactions with a current status of 0 - Authorized but not yet complete). Operator canceled from function This includes all transactions where the operator canceled the particular function before the eSignature verification could complete (i.e. transactions with a current status of 1 - Function canceled). Operator denied access to function This includes all transactions where the operator was denied access to a particular function (i.e. transactions with a current status of 3 - Denied access).

Report Preview

This exports the report to an Excel spreadsheet.

Microsoft Excel

Option	Description
Export to Excel options
Constant column width	This fixes the width for all exported columns. If selected, enter the required value into the Constant column width field.
Column width based on objects in the	Select the part of the report on which you want to base the column width.
Export page header and page footers	This lets you include the header and page footer information when exporting the report. Options include: None, Once per report or On each page. This effectively lets you include details of the operator who created the report.
Create page breaks for each page	This adds the page breaks as designed in Crystal Reports. Don't select this option to add page breaks automatically in Excel.
Convert date values to string	This keeps the date formatting of the report in Excel.
Show gridlines	This adds grid lines to the report in Excel.
Page range	Select the pages you want to export.

Microsoft Excel Data-only

Option	Description
Export to Excel options
Constant column width	This fixes the width for all exported columns. If selected, enter the required value into the Constant column width field.
Column width based on objects in the	Select the part of the report on which you want to base the column width.
Options
Export object formatting	This exports the report formatting to Excel (i.e. ensuring that the data types are maintained).
Export images	This exports images in the report to Excel.
Use worksheet functions for summaries	This converts report summaries to Excel functions (i.e. numbers with formulas).
Maintain relative object position	This keeps the objects in the report in the same position when exported to Excel.
Maintain column alignment	This keeps the alignment the same as the report.
Export page header and footer	This lets you include the header and page footer information when exporting the report. This effectively lets you include details of the operator who created the report.
Simplify page headers	This exports only the last row of the page header section.
Show group outlines	This adds the lines that separate the report groups in Excel.

This applies a selection formula to the report to filter the data without re-running the report, making the report easier to read by only displaying certain records.

This option is not available for archived and scheduled reports.

Option	Description
Record	Specify criteria for displaying records in the report.
Group	Specify criteria for displaying group data in the report.
Saved Data	This displays the report with the saved data. This applies to reports previously exported or reports which you designed and against which data was saved using the Save data report option. Any changes made to the database after the report is saved doesn't affect the report (i.e. the program does not refer to the database when generating the report).
Clear all selection formulas	This clears any previously specified selection formulas (using the Select Expert option) for the current run of the program.

This exports the report (as well as sub-reports) to a comma-separated-values (CSV) file.

Each record in the file is typically a single line and each field in the record is delimited by a specific delimiter (e.g. a comma).

Option	Description
CSV export options
Delimiter	Indicate the character you want to use to wrap around each field in the record. This defaults to " (double quotes).
Separator	Indicate the character you want to use to separate the fields or columns in a record. This defaults to , (comma).
Tab	Select this to use a Tab as the delimiter for separating the fields in each record. When you select this option, the Separator field is disabled.
Mode	Standard mode Indicates what to do with the page and group sections of the report when exported. Legacy mode Exports the report to the file to resemble the rpt format of the report.
Path	Indicate the location to which you want to export the report.
Report sections
Report and page sections	Select whether you want to write all report headers and footers and page headers and footers to the export file.
Isolate report or page sections	This writes all report headers and footers and page headers and footers to the export file, but isolates them in the file. This creates a bigger file which resembles the rpt version of the report where everything is more spaced out and easier to read. Otherwise the report and page headers and footers are included in each record of the file.
Group sections
Group sections	Select whether you want to write all group headers and footers to the export file.
Isolate group sections	This writes all group headers and footers to the export file, but isolates them in the file. This creates a bigger file which resembles the rpt version of the report where everything is more spaced out and easier to read. Otherwise the group headers and footers are included in each record of the file.

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