Create a View for Work Order e-Audit Data

Maximo gives administrators the ability to record and audit changes to record and keep copies of the changes, thus producing an audit trail.  But there isn’t an easy way to view the data.  Once you setup the audit table, you have to directly query the database to access the data or use MS Access to run a report.  But that gets to be too much because of security settings, so this tutorial will show you how to create a table to view the e-Audit data and to also secure it so that only administrators can access it.

In this example, we will setup e-Audit on the WORKORDER object, so if you haven’t done so already, you have to enable that here.

Once your audit table is setup and working properly, we can now begin.

Create a Relationship

In the Database Configuration, open the WORKORDER object and click on the “Relationship” tab.  Click new row and name the relationship “A_WORKORDER” with the child object value of “A_WORKORDER”.  We have named the relationship the same name as the audit table to make it easy to remember.  For the “Where” clause, enter:

workorderid  = :workorderid

Save your changes.

Application Designer

Now we can add a table through Application Designer in the WOTRACK app.  We are going to make this simple, so we are going to add a new tab to hold the audit table data.  In the “Control Palette” dialog, drag and drop a new “Tab” control after the last existing tab.  Now make sure it’s highlighted and click on “Control Properties” in the toolbar.  Set the label to “Audit Data”.

Next, from the control dialog, drag and drop a new Table control.  Now edit the properties like so:

  • Label: Audit Data
  • Input Mode: Readonly (you don’t want users to change this, even if they are an admin)
  • Order By: EAUDITTIMESTAMP DESC
  • Relationship: A_WORKORDER

Now, we can add all the columns that we have enabled audit data for.  There are two fields that I think are mandatory and that is EAUDITTIMESTAMP and CHANGEBY.  Other than those, you can add anything you want.  In this example we can add the GLACCOUNT field.  So in the end, this table view will show all the changes for this workorder record with who and when changed it.

Secured Access

Once the tab and table have been added, the next step is to secure it so that only authorized users can view it.

Within Application Designer, click Select Action -> Add/Modify Signature Options.  Click New Row and enter AUDIT for the Option field and Description is “View Audit Data”.  Make sure the “Visible?” is checked.  Click Ok and save.  Now we can secure the “Audit Data” tab that we created earlier.  For the tab properties, set the “Signature Option” field to AUDIT and save your changes.

Now everything should be secured, so the next step is to give access to users.  Go to Security Groups application and find the groups that need access.  Here we can find MAXADMIN group.  Filter for the “Work Order Tracking” application and in the bottom action list, there should now be a option for “View Audit Data”.  Check the “Grant Access?” box and save.  Now signout and sign back in to test.  You should now have access to the audit table within the Work Order Tracking application.

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