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Audit trail

Monitor what happens in the matter

Legatics Support avatar
Written by Legatics Support
Updated over a week ago

The audit trail records all of the actions taken in a matter by participants. For example, it will record when a user uploads a document.

This lets you stay focused on the transaction, as our audit trail will automatically record who did what, and when.


In this article:


Who can access the audit trail?

The audit trail is accessible by all participants. However, participants can only see logs relating to actions that they have access to (for example, if a user can only see one file in the matter, they will only see the logs for that file, and not the logs for other files).

The matter administrator can view all actions in the audit trail.


How do I access the audit trail?

  1. If you matter administrator rights, click on 'Manage matter' and select 'Audit trail'.

  2. If you do not have matter administrator rights, click on 'Audit trail' in the top navigation bar (next to the "Request feature" button)

  3. The audit trail will then load, showing logs for actions taken on the matter.


Download the audit trail

  1. Click the ‘CSV’ icon at the top right-hand corner of the audit trail.

  2. The CSV will download in a CSV file. Once downloaded, you can easily search the file by using 'Ctrl + F' on your keyboard. Select 'Ctrl + F' on your keyboard and type in the key word or phrase you wish to search for.


What the audit trail looks like for other participants

To view what the audit trail looks like for a particular user or organisation, simply:

  1. View the matter as a particular user or organisation.

  2. Go to the audit trail (following the instructions above).

⚠️ Once you've finished, remember to click back on the eye symbol and select 'Return to your view of the matter'.


What the audit trail records

Our audit trail records certain actions that users take in the matter, and data about those actions.

Data recorded

Data

Explanation

Date

The date the action was taken

User email

The email of the user who took the action

User organisation

The organisation the user who took the action belongs to

Matter name

The name of the matter where the action happened

Location

The location in the platform where the action happened

List ID

The UUID of the list where the action happened

⚠️ Only applicable when the action type occurs in a list

Action type

The type of action was taken. See the below table for the action types

Action text

Text explaining the action that was taken

Action types

Matter information

Action type

Description

MATTER_CREATED

A matter is created

MATTER_VIEWED

A matter is viewed by a user

MATTER_UPDATED

Details about the matter (name, number, description, deal type, lead partner, lead office or other offices) is updated

Action type

Description

ROLE_CREATED

A role (a way of grouping organisations) is created

ROLE_UPDATED

The name of the role is updated

ROLE_DELETED

A role is deleted

ORGANISATION_CREATED

A organisation (a way of grouping users) is created

ORGANISATION_UPDATED

The name or description of the organisation is updated

ORGANISATION_DELETED

A organisation is deleted

ORGANISATION_USER_DELETED

A user is deleted

ORGANISATION_USER_ADDED

User added to an organisation

MATTER_USER_INVITED

User is invited to a matter

Lists are the core of Legatics. It's where all of the work happens!

General

Action type

Description

LIST_CREATED

A list is created

LIST_UPDATED

The name of the list, or the permissions applied to it, are changed

LIST_DELETED

A list is deleted

LIST_VIEWED

A list is viewed

Action type

Description

LIST_DOWNLOADED

The files in a list are exported to a zip file

LIST_WORD_DOWNLOADED

The data in a list is exported to a Word file

Our lists are made up of sections (which group rows), rows and columns

Action type

Description

SECTION_CREATED

A section is created

SECTION_UPDATED

The name of the section, or the permissions applied to it, are changed

SECTION_DELETED

A section is deleted

ROW_CREATED

A section is created

ROW_UPDATED

The permissions applied to the row are changed

ROW_DELETED

A section is deleted

COLUMN_CREATED

A column is created

COLUMN_UPDATED

The name or description of the columns, or the permissions applied to it, are changed

COLUMN_DELETED

A column is deleted

COLUMN_PARTICIPANT_DELETED

A participant is removed from a checkbox column

"Stage" refers to a status contained in a "workflow". A "workflow" refers to a group of statuses, which can be applied to a status column.

Action type

Description

STAGE_CREATED

A status is created in a workflow

STAGE_UPDATED

The name or colour of a status in a workflow, or the permissions applied to it, are changed

STAGE_DELETED

A status is deleted from a workflow

STATUS_UPDATED

The status of a row is changed to another status

STATUS_PARTICIPANT_DELETED

A participant is deleted from a status

Action type

Description

FILE_CREATED

New version of a document is uploaded

FILE_UPDATED

The name of a version of a document, or the permissions applied to it, are changed

FILE_DELETED

A version of a document is deleted

FILE_DOWNLOADED

A version of a document is downloaded

FILE_DELETED_MALWARE

A version of a document wasn't uploaded to Legatics because it contained malware.

FILE_VIEWED

A user viewed a file in our native web viewer (currently only available when creating signature packs)

Comments column

Action type

Description

COMMENT_CREATED

A comment is created

COMMENT_UPDATED

The name of a comment, or the permissions applied to it, are changed

COMMENT_DELETED

A comment is deleted

Action type

Description

CHECKBOX_UPDATED

A checkbox is ticked, unticked, removed from the cell, or the permissions applied to it are changed

Free text column

Action type

Description

TEXT_UPDATED

The text in a free-text column is changed

Date column

Action type

Description

DATERANGE_UPDATED

Date in a cell of the column is updated

Responsibility column

Action type

Description

RESPONSIBLITY_UPDATED

Responsibility of cell is updated

RESPONSIBLITY_PARTICIPANT_DELETED

Responsible participant for cell is removed

Signing is done in each list. But there's a few action types in signing, so it's worth setting them out separately

Action type

Description

DOCUMENT_ADDED_TO_SIGNING_VIEW

Document added to the signing view

DOCUMENT_DELETED_FROM_SIGNING_VIEW

Document removed from the signing view

Creating parties and signatories

Action type

Description

LEGAL_ENTITY_CREATED

Legal entity added to the matter

LEGAL_ENTITY_UPDATED

Name of a legal entity was changed

LEGAL_ENTITY_DELETED

Legal entity deleted from the matter

PERSON_CREATED

Natural person added to the matter

PERSON_UPDATED

Natural person name was changed

PERSON_DELETED

Natural person deleted from matter

Adding parties and signatories to documents

Action type

Description

SIGNING_PARTY_PERSON_CREATED

Natural person was added as a party to a document

SIGNING_PARTY_PERSON_DELETED

Natural person was removed as a party to a document

SIGNING_PARTY_LEGAL_ENTITY_CREATED

Legal entity was added as a party to a document

SIGNING_PARTY_LEGAL_ENTITY_DELETED

Legal entity was removed as a party to a document

SIGNATORY_CREATED

Natural person added as a signatory for a party to a document

SIGNATORY_DELETED

Natural person removed as a signatory for a party to a document

Status changes

Action type

Description

SIGNATORY_STATUS_UPDATED

Status of a signatory for a party to a document was updated

DOCUMENT_SIGNING_STATUS_CHANGED

Signing status of a document was updated

Action type

Description

DOCUSIGN_ENVELOPE_CREATED

An envelope is created from Legatics

DOCUMENT_SENT_TO_DOCUSIGN

A document is sent to DocuSign from Legatics

DOCUMENT_DELETED_FROM_ENVELOPE

Document removed from DocuSign envelope from Legatics

DOCUSIGN_ENVELOPE_STATUS_UPDATED

Status of an envelope was changed

DOCUMENT_SIGNED

Document in a DocuSign envelope was signed

DOCUMENT_SIGNED_DOWNLOADED

Document in a completed DocuSign envelope was downloaded to Legatics

FILE_SIGNED_CREATED

Document signed in DocuSign added as a new version of a document in Legatics

DOCUSIGN_ENVELOPE_CERTIFICATE_DOWNLOADED

DocuSign envelope certificate downloaded to Legatics

FILE_DOCUSIGN_CERTIFICATE_DOWNLOADED

DocuSign envelope certificate downloaded to user's computer

DOCUSIGN_ENVELOPE_AUDIT_DOWNLOADED

DocuSign envelope history downloaded to Legatics

FILE_DOCUSIGN_AUDIT_DOWNLOADED

DocuSign envelope history downloaded to user's computer

Signature packs

Action type

Description

DOCUMENT_SIGNATURE_PAGE_TAGGED

User tagged a specific page of a document as a signature page

DOCUMENT_SIGNATURE_PAGE_UNTAGGED

User untagged a specific page of a document as a signature page

DOCUMENT_SIGNATURE_PAGE_PARTY_TAGGED

User tagged a party to a specific page of a document

DOCUMENT_SIGNATURE_PAGE_PARTY_TAGGED

User untagged a party to a specific page of a document

DOCUMENT_SIGNATURE_PAGE_SIGNATORY_TAGGED

User tagged a signatory to a specific page of a document

DOCUMENT_SIGNATURE_PAGE_SIGNATORY_UNTAGGED

User untagged a signatory to a specific page of a document

SIGNATURE_PACK_DOWNLOADED_PARTY

User downloaded a signature pack for certain documents for a party

SIGNATURE_PACK_DOWNLOADED_SIGNATORY

User downloaded a signature pack for certain documents for a signatory

FILE_SIGNED_PAGES_CREATED

User uploaded a file with signed pages

FILE_SIGNED_PAGES_DELETED

User deleted a file with signed pages

DOCUMENT_SIGNATURE_PAGE_MATCHED

User matched a signatory to a signature page

DOCUMENT_SIGNATURE_PAGE_UNMATCHED

User un-matched a signatory to a signature page

Signed pages

DOCUMENT_COLLATED

User collated documents into an execution version


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If you have any further questions please get in touch with us at support@legatics.com.

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