New Change Log Features
The Change Log in EMMA has some important new capabilities admin users should know about. You can now filter the Change Log for changes made by Regular Users and changes made by System Users. And you can mark changes with a new Status value of “Exempt.”
Regular Users are your familiar list of users from your local – reps and admins – who log into EMMA and do their usual work.
System Users are special user accounts in your EMMA system that the application automatically manages. These user accounts exist to allow EMMA to automatically run certain tasks -- usually behind the scenes – as if a special admin user were logged-in and performing the task.
The most import system user in EMMA is the EMMA Importer user. When you run an import, behind the scenes will log in as the EMMA Importer user account and execute the import. The most important reason this is done is because triggering the updates to member records that happen during an import as if it were done by the EMMA Importer user instead of your own user account is how the Change Log knows to ignore those updates and not log those changes. This has everything to do with the new Change Log features.
Export Changes Records Only
Historically, the primary purpose of the Change Log has been to enable the “Export Changed Records Only” feature under the Export section of EMMA. This is the mechanism for pulling key updates made in EMMA back over into your dues management system. Export Changed Record Only finds the last date & time a “Changes Only” export was done, then scans the Change Log for changes since that date & time. Only People records with changes in the Change Log since the last “Changes Only” export will be included in the export file.
Auditing Key Changes
As EMMA has evolved, it has become essential to extend the functions of the Change Log to enable better auditing of how key changes to your data are being made. The Change Log now captures changes to key fields, even if done via an import.
A change counts as an add or an update. Going forward, any change to the Store, Person, or ABC Amount fields in EMMA, whether done manually by a user through their browser, or whether done via an import, will be captured in the Change Log.
It is possible to configure the same behavior for other fields in your system, but these are the standard defaults.
Filtering and Exempting System User Changes
To support this essential audit trail while continuing to support the typical workflow of pulling changes made in EMMA by your users back over into your dues management system, we’re adding new filter options for the Change Log view, and a new Change Log status value and action button.
The Export Changed Records Only function will now ignore any changes marked as “Exempt.”
To exclude EMMA system user changes from your Export Changes Records Only file:
Navigate to the Change Log (Admin > Change Log);
a. In the upper right corner, you will notice the view is filtered by “Regular Users” by default.
Open the Users filter menu and select “System Users”;
a. This will filter the list to only show changes made by EMMA system users, such as by the EMMA Importer.
Set the Review Status filter to “New”;
a. This will filter the list to only show changes with a status of “New.”
Click the empty checkbox the left of the Record column in the list;
a. This will select all 50 rows in the list.
Click the yellow Mark Exempt button;
a. This will display a confirm dialog, giving you a chance to cancel the operation or continue.
Click the blue Mark as Exempt button in the confirm dialog to continue;
a. The selected records will filter out of the list because the list is filtered by “New” status and the selected records have now had their status set to “Exempt,” so they no longer match our filter.
Repeat steps 4-6 as necessary until you are done exempting changes.
You can always see what changes have been marked as “Exempt“ by setting the Review Status filter to “Exempt.”