How to access the activity log ?

Who is this article for?

This article is for clinic administrators and for the team members they allow to review the clinic's activity. Colib keeps an activity log, called the Audit log in the app: every time a member of your team views, creates, modifies, deletes or downloads client information, an entry is recorded with the date, the user, the IP address and the browser used. A second log records what your clients do in their client portal.

This article explains how to open the activity log, how to search it, how to export it, and how to give a team member access to it.

Before you start: the activity log is open only to the members whose Access level for the audit log is set to View only, administrators included. If you do not see the Audit icon in the top bar, ask an administrator of your clinic to give you this access (see Step 5).

1Open the activity log

1. Click the Audit icon (a shield) in the top bar, or go directly to www.colib.io/establishmentadmin/audit.
2. The Audit log page opens. It is marked Read-only: you can search the records and export them, but nobody can modify or delete them.

2Choose the log and the period

1. In Records of, choose: 
   • Practitioner to see what the members of your team did in Colib (selected by default);
   • Client (client portal) to see what your clients did in their client portal: sign-ins, documents viewed or downloaded, forms, invoices, messages and appointments.
2. Set the period with From and To. By default, the page shows the last 10 days. Both dates are required.

3Filter and read the records

Narrow the list with the filters. The table refreshes as soon as you change one.

Each record of the team log shows the Date, the User, the Domain, the Type, a Description of the action, and the IP address and Browser used. Each record of the client portal log shows the Date, the Patient (the portal account), the Client record concerned, the Domain, the Type and a Description.

4Export the records

Above the table, click Export CSV or the Excel icon (Export to Excel). The file contains the records that match your current filters: useful to keep a copy, to answer a client's access request, or to document your periodic access reviews.

5Give a team member access (administrators)

1. Go to Settings > Team (www.colib.io/settings?show=team).
2. Click the pencil icon of the member to open the Team Member Edition window.
3. In the Rights section, set Access level for the audit log to View only (or None to remove the access).
4. Click Save at the bottom of the window. The Audit icon then appears in the member's top bar.

This access lets the member read the log and export it, nothing more. The other access levels are explained in What are the different levels of rights/options for the members of my practice?

Good to know

• How long records are kept — team records are kept for 3 years and client portal records for 18 months.
• Nothing can be erased — the log is read-only for everyone. Opening the activity log is itself recorded.
• Colib's support team is logged too — when our support team works in your clinic, its actions appear in your log under its own name, exactly like those of your users.
• Your clients see their own log — in the client portal, each client has a My access log tab listing their sign-ins and the actions on their data.
• Security alerts — the Security alerts section of Settings > Security (www.colib.io/settings?show=security) lists the unusual events detected on your clinic's accounts. Please see the article titled "What are my clinic's security alerts?".
• Protect access to your accounts — How to configure the 2-factor authentication (2FA) and What data security and compliance measures does Colib offer?

Still have a question?

Write to us at support@colib.io, we will be happy to help.