Understanding ProjectWise Audit Trails
Audit Trail Entries:
Every action in ProjectWise, against a document, will write an entry to the document’s audit trail. An integrated
application will also create audit trail entries for some actions that occur within the integrated application – typically,
opening, exiting, and making external references to other documents in ProjectWise.
Audit trail entries record information about the date and time a document was accessed and whether or not the
document was changed (internal structure, not the file size) while it was accessed. An audit trail entry will record the
user name and description of the individual accessing the document and will record any manually input comments.
Audit trail entries cannot specify which application was used to edit a document. It cannot specify what was changed
inside the document.
SET UP and USE AUDIT TRAIL
By default, the audit trail displays only the last 30 days of information and does not display all columns of information.
Take a moment to set up your Audit Trail preferences. Your preferences affect the columns of information that may be
saved to a report.
Set up:
In ProjectWise, open the Properties of a document and select the Audit Trail tab. Click the [Customize…] button. The
Customize Report dialog opens and has six tabs – configure each as follows:
Objects: no change
Actions: check the box “Show all actions” (should already be checked)
Users: check the box “Show all users” (should already be checked)
Date: set the period to “anytime” – it is here that you can configure your audit trail to look only at a specific time frame.
Output Columns: check the box next to “User Description” on the left side; move it up on the right side so that it is
below “User Name”. User Name = UserID, User Description = user’s name
Sorting and Grouping: ensure that Sort by is set to Date/Time and that “Ascending” is NOT checked.
Use:
Select a document in ProjectWise and open the Properties. Select the Audit Trail tab and choose Save As… to save the
audit trail to an HTML file. This file may be opened in an internet browser for quick searches or by using Excel to perform
filtering, sorting or grouping.
Note about DGN reference attachments: When a master (parent) file is opened, all reference attachments are copied
out to the local ProjectWise working directory. An audit trail entry of “Copied Out” can mean that the DGN file was
opened read-only and can also indicate that the DGN file was copied out because the parent file was opened.
MICROSTATION and REFERENCE ATTACHMENTS
MicroStation Audit Trail for Master file | Additional Data Audit Trail for
Command(s) Reference
File>Open Checked out n/a
File>Exit Checked in | Copy left (if Check In selected on ProjectWise dialog n/a
and edits made to the file contents - at minimum Save Settings)
Checked in | Copy left; File not changed (if Check In selected on
ProjectWise dialog and no edits were made)
Freed (if Free selected; edits would be unknown and in the
recycle bin)
Attach Reference 1. Checked out (opened master in MicroStation) No entry
2. Checked in | Copy left (exited master and checked in)
3. Set formed
4. Member added | name of reference in Additional Data
Detach Reference 1. Member removed | name of reference in Additional Data No entry
Activate Reference 1. Checked out (opened master in MicroStation) 1. Checked out
Move Element in Ref
Deactivate Reference 2. Checked in | Copy left; File not changed (exited master and 2. Checked in | Copy
checked in) left
Exchange Reference 1. Checked out (opened master in MicroStation)
Alert: Check out document? 2. Checked in | Copy left; File not changed (exchanged and
Check In checked in)
Use Back Arrow 1. Checked out
Alert: Check out
document? 2. Checked in | Copy
Check In left; File not
Exit changed
Check In 3. Checked out (re-opened master in MicroStation)
4. Checked in | Copy left; File not changed (exited master and
checked in)
PROJECTWISE COMMANDS
ProjectWise Explorer Command Audit Trail for Audit Trail for Comments Audit Trail for Additional Data
Action Name
Right-click Check Out Checked out No entry No entry
Right-click Check In Checked in No entry Copy Left
Right-click Export… (Send to Sent to Folder No Entry No Entry
Folder)
Right-click Export… (Export) Exported No Entry Node: computer name, and
Path: location of export.
Right-click Import Checked in Whatever is entered at time If no changes: File not changed;
of import Import
If changes: Import
Right-click Open as Read-Only Copied Out No Entry No entry
Right-click Copy Out Copied Out No Entry No Entry
Right-click Free or Free during Exit Freed No Entry No Entry
Right-click View Viewed No Entry No Entry
Right-click Modify…
Replace File (use original name) File Replaced No Entry New name - originalPWname
Replace File Content Checked Out No Entry No Entry
Checked In No Entry Copy Left
Right-click Properties…
General tab|Advanced|Replace File Replaced No Entry New name - originalPWname
Modified No Entry No Entry
Right-click Add Comment User comment Whatever is entered with No Entry
date/time
Right-click Rename… Modified No Entry No Entry
