The Customer Audit

From the moment a Customer record is created in Spektrix, every change to that record is documented in the Customer Audit. The audit tracks changes to the Customer Record and when those changes were made. This article looks at where to find the Customer Audit, the information it contains, and how to report on it.

Where to find the Customer Audit

You can find the Customer Audit within a Customer Record in the Sales Interface, by going to the Customers tab at the top of the screen.

To view the Audit history for a Customer, follow these steps:

1. Log into Spektrix.
2. Go to the Sales Interface.
3. Click Customers:

   
   

4. Select Individuals (the default option) or Organisations.
   • Individuals: Type the Customer’s surname followed by a comma and their initial or first name. You can also search by Customer Id, Postcode/Zip code or Email:
     

     
     

   • Organisations: Type the name of the Organisation and click Search. You can also search by Customer Id or Postcode/Zip code:
     

     
     

5. Click on the Customer Record you want to view:

   
   

6. Scroll down to the bottom of the Customer record and click Audit:

   
   

What information does the Customer Audit contain?

The Customer Audit displays all changes made on a Customer’s record.

The audit consists of four fields:

• User: the name of the user who made the change
  • Changes made online will show the user as Web
  • Changes made by a Spektrix User will show their Username
  • Changes resulting from a system job will show spektrix\<jobname>, for example spektrix\autotagging
• Update method: the process used to make the change
  • User: changes made by a Spektrix User, or by the Customer online
  • Autotag: changes made when an Autotag is added or removed from a Customer Record
  • Bulk: changes made through a Customer List
  • Import: data imported into Spektrix
• Narrative: details of the change
• Date: the date and time the change was made

The Audit will default to Oldest first. If you want to see the most recent change, click Most recent first.

Auto Tags

An Auto Tag is a label applied to a Customer Record. You can use Auto Tags to segment in Customer Lists, send integrated emails, power Customer Groups, Offers, Priority Booking and much more.

Auto Tags apply under various circumstances. The Customer Audit displays these as follows:

• Auto Tags applied or removed after a transaction will show the User who completed the transaction
• Transactions processed in the Sales Interface will show the Spektrix Username
• Transactions processed online will display the User as Web
• Auto Tags changed through a system job will show spektrix/autotagging

Narratives

The Customer Audit shows changes made to a Customer’s Record as a Narrative.

A Narrative is a brief description of the change which occurred. If you want a breakdown of each Narrative, read Reporting on the Customer Audit

You might see several types of Narrative in the Audit:

• Set: a value applied for the first time, for example a Contact Preference
• Changed: an existing value that has changed, for example a change of email address
• Removed: an existing value that has been removed, for example a no email tag, removed when an email address is added to the Customer Record

In the Sales Interface you’ll only see the main Narrative. If you want a breakdown of each Narrative, read Reporting on the Customer Audit.

TIP: When multiple Narratives occur at the same time, for example when more than one field is added or changed, the Audit will display one line per Narrative.

Merging Customer Records

You can merge Customer Records in Spektrix, for example if you find duplicate accounts.

When Customer Records are merged, the Audit from the old Customer Record will be lost. 

The Audit in the merged record will display the merge and any information that was modified during the merge. The names of the two Customers involved will also be displayed:

WARNING: No historic data will be displayed from the merged record.

Converting Customer Records

When you convert a Customer’s record from an Individual to an Organisation or vice versa, the Audit will either show Converted from or Converted to:

You can only merge Individual Customer Records together. Organisations can only be merged with other Organisations.

To convert an Individual record to an Organisation and vice versa, read Converting a Customer Record for further information.

Reporting on the Customer Audit

In addition to displaying the Audit data in the Sales Interface, Audit information can also be output in a Customer Audits Report. This Report provides a detailed audit trail of changes made to all Customer records, along with the User who made the changes.

This report isn’t a Standard Report, however you can build this report yourself. Read How to build a custom report for further information.

The output of this report type lists one line per audit item. For each customer included, there’ll be one line of data for each entry in the Customer Audit

The image below shows a sample of what appears in a Customer Audit Report:

You now have the information needed to find, understand and report on the Customer Audit in Spektrix.