The Security Profile Audit Trail report lists the changes made to Security Profiles and to the Security Profiles assigned to Users.
Overview
The Security Profile Audit Trail report lists changes made to Security Profiles and to the Security Profiles assigned to Users within a date range. This report shows, for each change, when it was made, who made it, which Security Profile or User it applies to, and the value before and after the change.
Run the report when you need to find out who changed access to functions in RMS, and when. The changes for a single Security Profile are also shown on the Audit Trail tab of the Edit Security Profile screen (Setup > Users > Security Profiles).
Please Note! Audit Trail entries older than two years are removed automatically by routine cloud maintenance, so the report cannot show older changes.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Use Cases
- Access review - At the end of each quarter, a manager runs the report to check that changes to access, such as a Refund Limit or a function on a Security Profile, were made by Users who are authorised to make them.
- Investigating a change in access - A User can no longer open a screen. The administrator runs the report for the past week to see which Security Profile changed and which User changed it.
- Staff changes - When a staff member changes role or leaves, the administrator checks which Security Profiles were assigned to or removed from their User record, and when.
How to Access
In the side menu of RMS, go to Reports > Management > Security > Security Profile Audit Trail.
Report Options
The report options below control the dates and the changes included in the report. There is no Property option: the report covers the whole database.
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Modified Between | Date range | Month To Date | The dates the changes were made, including the first and last day. Select a preset, such as Last 30 Days, or Custom Range. |
| User | Dropdown (multi-select) | None Selected | Limits the report to changes made by the selected Users. Leave empty to include every change. |
| Security Profile | Dropdown (multi-select) | None Selected | Limits Security Profile changes to the selected profiles. Assignments of profiles to Users are still shown. |
Please Note! The Security Profile list only includes Security Profiles that are assigned to a User who has an email address. Leave Security Profile empty to include changes to every Security Profile.
Column Headers
The columns below appear on the report. The report heading shows the property name, the report name and the date range, and the footer of each page shows when the report was generated and the User who ran it. Where a column depends on the type of change, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.
| Column | Description | Source / Calculation |
|---|---|---|
| Date | The date and time the change was made. | Audit Trail entry. See Date and Time. |
| Changed By | The username of the User who made the change. | Username of the User who was logged in when the change was saved. |
| Profile Name/User Name | The Security Profile that was changed, or the User a Security Profile was assigned to or removed from. | Security Profile name, or User username. See Profile Name/User Name. |
| Field Modified | The system name of what changed, such as RefundLimit. | Audit Trail entry. See Field Modified Values. |
| Old Value | The value before the change. Blank when there was no earlier value. | Audit Trail entry. See Field Modified Values. |
| New Value | The value after the change. Blank when the entry records a removal. | Audit Trail entry. See Field Modified Values. |
Data Sources & Calculations
The following concepts each apply to more than one column.
Field Modified Values
The Field Modified column shows the system name of each change, and the Old Value and New Value columns show the values before and after the change. The table below lists the changes the report can show.
| What changed | Field Modified | Old Value | New Value |
|---|---|---|---|
| Access to a function on the Security Profile screen | The area and function name, for example Res_AllowChangeOfAltBillCategory | No Access, Access Allowed or Read Only | No Access, Access Allowed or Read Only |
| Refund Limit | RefundLimit | The previous limit | The new limit |
| Profile Name | ProfileName | The previous name | The new name |
| Startup Landing Page | UseDefaultLandingPage | Yes or No | Yes or No |
| Access to a Rate Type, Discount, Correspondence template or VIP Code | ChargeType_Added, ChargeType_Removed, Discount_Added, Discount_Removed, FormLetter_Added, FormLetter_Removed, VIPCode_Added or VIPCode_Removed | The name, when access is removed | The name, when access is allowed |
| A new Security Profile | Added | Blank | The Security Profile name |
| A Security Profile assigned to a User | Users_SecurityProfile_ProfileAdded | Blank | The Security Profile name |
| A Security Profile removed from a User | Users_SecurityProfile_ProfileRemoved | The Security Profile name | Blank |
Please Note! Long system names wrap onto a second line in the report, for example Users_SecurityProfile_Profile followed by Added on the next line.
Tip! The Audit Trail tab on the Edit Security Profile screen shows the same entries with the function name written in words, for example Allow Change Of Alt Bill Category.
Date and Time
The Date column shows the date and time the change was saved, for example 30 Sep 2026 11:19 AM. The Modified Between range includes every change made on its first and last day.
Profile Name/User Name
The Profile Name/User Name column shows the name of the Security Profile that was changed, or the username of the User the Security Profile was assigned to or removed from.
Please Note! The report shows the current name of each Security Profile. If a Security Profile is renamed, earlier changes to it also show the new name.
Please Note! Deleting a Security Profile removes its changes from this report, and the deletion itself is not listed.
What Does the Report Show When No Changes Are Found?
When no changes match the report options, the Security Profile Audit Trail report shows a single row with the Date 01 Jan 0001 12:00 AM and no other values.
Related Reports
- User Audit Trail Report - the actions each User performed during their login sessions.
- System Access Report - User login attempts, including the IP address and whether access was granted.
- Report Run Audit Report - each time a report was generated, and who ran it.
- User Information Report - a list of Users with their Security Profile assignments and Property access.
Related Articles
- Configure a Security Profile - how Security Profiles are set up, including the Audit Trail tab.
- User(s) - How to create a User in RMS. - how Security Profiles are assigned to a User.
- Scheduled Reports - how to run a report automatically.
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