Using Dataverse auditing to track data changes is a powerful feature, but can also consume large volumes of data. We discuss the available options.
Why is Dataverse auditing useful?
For environments where there are multiple users accessing data throughout the day and automated processes running in the background that are creating and updated records, it can be difficult to see who amended a record and when. With auditing, a log of every change is made, not just at table level, but also at the individual field level, making it far easier to understand a record’s journey through a business’ processes. Auditing is also available the user level too – handy for investigating for a bulk record update/deletion for instance.
How do I enable auditing for my Dataverse environment?
There are a few simple steps required to enable auditing:
- Visit the Power Platform Admin Center
- Under Environments, find the environment you wish to start auditing and choose Settings:
- Under Audits and Logs, choose Audit Settings:
- Select Start Auditing (and optionally Log Access) and then click Save in the bottom right.
Now that auditing is enabled, you can then choose which of your Dataverse tables you would like to audit. In the Power Apps Maker Portal, navigate to the table you wish to audit and select Properties
Under Advanced Options, you will the option to enable auditing for the table:
Simply tick the box and click Save.
How do I view a record’s audit history?
Within a model-driven app, on any record, under Related (if your security role has the View Audit History permission), you will see an option to view the Audit History:
You will then be presented with a chronological list of the the changes made since auditing was enabled:
Why not just enable auditing for all Dataverse tables?
Although auditing is useful, all of that data has to be stored somewhere. Audit history data is stored as log data:
and although log storage capacity is generous, over time this will still build up, especially when auditing tables that are constantly receiving new records and updates to existing ones.
How can I prevent my log storage from going over capacity?
When setting up auditing on a table, by default, all columns (formerly called fields) on that table are audited. If there are columns you are not interested in auditing, these can be disabled at column level:
But what if you are already over capacity? Historically, audit logs were retained indefinitely and had to be deleted manually. Fortunately, it’s now possible to set custom retention periods in the Audit Settings of the Power Platform Admin Center:
Simply change the setting away from the default of Forever to the preferred option.
Can I still delete Audit logs manually?
Yes, and thanks to improvements in the Power Platform Admin Center, there are three options available:
- Delete all audit records for a specific table
- Delete access logs
- Delete all logs up to a specified date.
You can find these options in the Power Platform Admin Center after selecting the environment:
After clicking the Free up capacity option, a sidebar will open with the range of options:
Summary
Microsoft Dataverse auditing is an important tool in ensuring that business processes are being carried out correctly and that actions are being carried out at the correct times. However, it is important to keep an eye on the log data consumed by auditing to ensure that limits are not breached. If you are an existing Strategy 365 client and wish to discuss the benefits of auditing of your data, get in touch with one of our experts today.
