Page Description

Use the Change Log page to view the change log records important changes to the database and who made the changes to hosts, locations, order choices, orders, patients, samples, users, insurance companies, or insurance plans. Copia tracks these changes based on the settings in the System Defaults administration page. To trigger the change log, create, update, or delete a record that is in one of the enabled change log categories. Copia also records in the Change Log when you enable or disable logging of System Default changes.

Note that if you have accessed the Change Log for a specific host, location, order choice, order, patient, sample, user, insurance company, or insurance plan, then the page is almost identical to the main Change Log page. The difference is that you are viewing the change log information for a specific item. On the specific view version of the Change Log page, there is no category type to choose, but there is a text box for message text (see below). 

Note that the data displayed on this page depends on the column view settings for your facility. Copia uses the column view settings to control what columns appear in the tables on this page and the order in which it sorts the displayed information. You may set column view rules at the location or the system default levels. The rules for the signed in location, if available, supersede the system default column view rules.

For more help, click one of the following links:

• Accessing this Page
• Accessing the Change Log Filter
• Setting the Change Log Filter
• Reviewing the Change Log

Accessing this Page

Note that you must have the necessary security rights to access the Change Log page.

• Click the Change Log button on the Edit Schedule administration page, Specimen Source Details administration page, or the Patient Aliases lab tasks page.
• Click the Order ID of the desired order, and then click Change Log in the pop-up list in the Collect Samples, Location Inbox, User Inbox, Pending Orders, Order History, Create Manifest, or Find Patient or Order lab tasks pages or the Lab Orders administration page.
• Click the Options link next to the “Demographics,” “Insurance,” and “Order History” links at the top of the Demographics, Insurance, Order History, Collect Samples, Find Patient or Order, and Order Patient Samples pages, and then select Change Log.
• Click the Administration menu button, click the Monitor button, and then click the Change Log submenu link. You must have the necessary security permissions to access the Administration menu button.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Monitor menu. To return to the main menu for Copia, click the Lab Tasks menu button.

• Click the Change Log button on the Client Services, Clinical Studies, Hosts, Insurance, Locations, Order Choices, Order Entry Rules, Practices, Users, Specimen Sources, or System Default administration pages to open the specific view version of the Change Log. See the Admin: Change Log (Specific View) topic.

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Accessing the Change Log Filter

1. When viewing the Change Log administration page, you may either view or hide the change log filter.
2. Click the "Show Filter" link to make the change log filter visible.
3. Click the "Hide Filter" link to hide the change log filter.
4. When the filter is visible, you may select user, event type, category, or date/time filters that Copia uses to create the list of changes to display in the log. See "Setting the Change Log Filter" below.

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Setting the Change Log Filter

1. Select an option from the Changes Made by drop-down field to limit the list based on who made the change. Select "User" to indicate a specific user or "All" to include all users. Note that this list does not contain records for external providers.
• All: Select this option to have the log contain changes made by all users.
• Host: Select this option to specify which host's changes should appear in the log. Once you select this option, Copia displays the Host Name and Host ID fields. Enter information in one or more fields, and then click the Host Search button to select the host using the Host Selection page. See the Host Selection topic. Click the Clear button to clear the selected host, so you may search again, if desired. Note that the searches for a specific host entry have been updated to utilize search-as-you-type fields. Previously, attempting to limit the "Changes Made by" to a specific host interface would lead to a full-page search field that would briefly navigate the user away from the Change Log administration page.
• User: Select this option to specify which user's changes should appear in the log. Once you select this option, Copia displays the Last Name, First Name, and User ID fields. Note that the User ID is the host code for the user that is assigned in the Users administration page. Enter information in one or more fields, and then click the User Search button to select the user using the User Search page. See the User Search topic. Click the Clear button to clear the selected user, so you may search again, if desired. Note that the searches for a specific user entry have been updated to utilize search-as-you-type fields. Previously, attempting to limit the "Changes Made by" to a specific user would lead to a full-page search field that would briefly navigate the user away from the Change Log administration page.
• Orchard Superuser: Select this option to have the log contain only those changes made by Orchard Software Technical Support personnel.
• System: Select this option to have the log contain changes made automatically by Copia. These changes include creating new orders, receiving results, updating orders (encounter, ABN, etc.), and adding or deleting user roles, among others.
2. Select an option from the Event drop-down field to limit the list based on the type of event. Select "Create," "Update," or "Delete" to indicate a specific type of event or "All" to include all types of events.
3. Select an option from the Category Type drop-down field to limit the list based on the category of change. Note that this option is only available when you are viewing the full Change Log page, not the specific view version of the Change Log. Select a specific option to indicate a specific category of change or "All" to include all categories of changes. Note that if you select a specific category, but do not specify search criteria, then Copia limits the display by category type only. If search criteria are present, then Copia limits the display by category type and the search criteria, matching only those fields that contain text. If you choose any option other than "All" or "System Default," you may select an option from the Limit to drop-down field to further refine your search to all of the chosen category, to a selected record, or to records that match your entry.
   • Client Services: Select this option to specify which Client Services items should appear in the log. Client Services change log entries can be based off of several different things, such as an Item, Route Group, or Pickup. See the Admin: Client Services topic. Click the Clear button to clear the selected Client Services item, so you may search again, if desired.
   • Clinical Study: Select this option to specify which clinical study's changes should appear in the log. Once you select this option, Copia displays the Limit to drop-down field. Select an option to specify which clinical studies to filter by (All Clinical Studies, Selected Record, or Matching Text). Depending on what you select, Copia may display the Clinical Study and Clinical Study Search button. If you choose Selected Record, click the Clinical Study Search button to select the study from the Item Search page. See the Admin: Item Search topic. If you choose Matching Text, enter one or more characters into the Clinical Study field and click the Clinical Study Search button to select the study from the Item Search page.
   • Custom Menu: Select this option to specify which costum menus are being recorded in the Change Log. The "Type (Table Name)" column in Change Log will be "Custom Order Menu (Custom Menu-Order Menu)" for Custom Order Menus or "Custom Patient Menu (Custom Menu-Patient Menu)" for Custom Patient Menus. The "name," "Menu Type," and "menuString" fields will be recorded by the Change Log. See the Admin: Custom Menus topic. Click the Clear button to clear the selected menus, so you may search again, if desired.
   • Host: Select this option to specify which host's changes should appear in the log. Once you select this option, Copia displays the Host Name and Host ID fields. Enter one or more characters in the fields, and then click the Host Search button to select the host using the Host Selection page. See the Admin: Host Selection topic. Click the Clear button to clear the selected host, so you may search again, if desired.
   • Insurance Company: Select this option to specify which insurance company's changes should appear in the log. Once you select this option, Copia displays the Insurance Company Name field. Enter one or more characters in the field, and then click the Insurance Company Search button to select the insurance company using the Insurance Search page. See the Insurance Search topic. Click the Clear button to clear the selected insurance company, so you may search again, if desired.
   • Insurance Plan: Select this option to specify which insurance plan's changes should appear in the log. Once you select this option, Copia displays the Insurance Plan Name field. Enter one or more characters in the field, and then click the Insurance Plan Search button to select the insurance plan using the Insurance Search page. See the Insurance Search topic. Click the Clear button to clear the selected insurance plan, so you may search again, if desired.
   • Location: Select this option to specify which location's changes should appear in the log. Once you select this option, Copia displays the Location Name and Location ID fields. Enter one or more characters in the fields, and then click the Location Search button to select the location using the Location Search page. See the Location Search topic. Click the Clear button to clear the selected location, so you may search again, if desired.
   • Order: Select this option to specify which order's changes should appear in the log. Once you select this option, Copia displays the Order ID field. Enter one or more characters in the field, and then click the Order Search button to select the order using the Order Search page. See the Order Search topic. Click the Clear button to clear the selected order, so you may search again, if desired.
   • Order Choice: Select this option to specify which order choice's changes should appear in the log. Once you select this option, Copia displays the Order Choice Name and Order Choice Abbr. fields. Enter one or more characters in the fields, and then click the Order Choice Search button to select the order choice using the Order Choice Search page. See the Order Choice Search topic. Click the Clear button to clear the selected order choice, so you may search again, if desired.
   • Order Choice Type: Select this option to specify which order choice type's changes should appear in the log. Once you select this option, Copia displays the Limit to drop-down field. Select an option to specify which order choice type(s) to filter by (All Order Choice Types, Selected Record, or Matching Text). Depending on what you select, Copia may display the Order Choice Type and Order Choice Type Search button. If you choose Selected Record, click the Order Choice Type Search button to select the order choice type from the Order Choice Type Search page. See the Admin: Order Choice Type Search topic. If you choose Matching Text, enter one or more characters into the Order Choice Type field and click the Order Choice Type Search button to select the order choice type from the Order Choice Type Search page.
   • Order Entry Rules: Select this option to specify which order entry rule's changes should appear in the log. Once you select this option, Copia displays the Limit to drop-down field. Select an option to specify which rule(s) to filter by (All Order Entry Rules, Selected Record, or Matching Text). Depending on what you select, Copia may display the Order Entry Rule and Order Entry Rule Search button. If you choose Selected Record, click the Order Entry Rule Search button to select the order entry rule from the Item Search page. See the Admin: Item Search topic. If you choose Matching Text, enter one or more characters into the Order Entry Rule field and click the Order Entry Rule Search button to select the order entry rule from the Item Search page.
   • Patient: Select this option to specify which patient's changes should appear in the log. Once you select this option, Copia displays the Last Name, First Name, and Patient ID fields. Enter one or more characters in the fields, and then click the Patient Search button to select the patient using the Patient Search page. See the Patient Search topic. Click the Clear button to clear the selected patient, so you may search again, if desired.
   • Practice: Select this option to specify which practice's changes should appear in the log. Once you select this option, Copia displays the Practice field. Enter one or more characters in the field, and then click the Practice Search button to select the practice using the Practice Search page. See the Practice Search topic. Click the Clear button to clear the selected practice, so you may search again, if desired.
   • Sample: Select this option to specify which sample ID's changes should appear in the log. Once you select this option, Copia displays the Sample ID field. Enter one or more characters in the field, and then click the Sample Search button to select the sample ID using the Sample Search page. See the Sample Search topic. Click the Clear button to clear the selected sample ID, so you may search again, if desired.
   • Scheduled Event: Select this option to specify which scheduled event changes should appear in the log.
   • Specimen Source: Select this option to specify which specimen source changes should appear in the log.
   • System Default: Select this option to specify which system default changes should appear in the log.
   • User: Select this option to specify which user's changes should appear in the log. Once you select this option, Copia displays the Last Name, First Name, and User ID fields. Note that the User ID is the User ID for the user that is assigned in the Users administration page. Enter one or more characters in the fields, and then click the User Search button to select the user using the User Search page. See the User Search topic. Click the Clear button to clear the selected user, so you may search again, if desired.
4. Select the Start Time and End Time settings for the filter. Copia only searches for changes recorded after the start date and time and before the end date and time. Click the Reset Time button to reset the fields to their default values. If you enter an invalid date or time, Copia resets the dates to the default values. The default start date is the beginning of the current day, and default end date is the current time of the current day.
   • Start: MM/DD/YYYY HH:MM AM/PM: By default, this field contains the current date and midnight for the start time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields.
   • End: MM/DD/YYYY HH:MM AM/PM: By default, Copia displays the End time range fields blank. You may add the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields.
5. Enter one or more characters in the Type (Table Name) Search Text to have Copia search for that text in the parenthetical portion of table names in the Change Log. This information is displayed in the Type (Table Name) column in your search results. See "Reviewing the Change Log" below.
6. Remember that each criterion you use further limits the number of possible matching changes. If you use multiple criteria, then Copia will only display those changes that match all of the parameters you have specified.
7. Once you have the desired settings for the filter, click the Refresh button. Note that Copia selects "All" by default for all fields (if you did not specify a value) and defaults to displaying all records for the current day up to the current time.
8. Select an option from the Select column by clicking the appropriate checkbox. Once you have selected a row, click the Print Selected button to print the selected row. Click the Export Selected button to export the selected row and then save to your computer. Click the drop-down menu to choose a delimiter to sort by, including Double quotes and comma, Comma, Tab, Vertical bar, or Semicolon. Clear the search results by clicking the Clear button.
9. Copia updates the list in the Change Log section of the page. See "Reviewing the Change Log" below.
10. Click the Reset Filter button to return the filter settings to their default values.

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Reviewing the Change Log

1. Once you have set the filter criteria and clicked the Refresh button, Copia updates the list in the bottom section of the page. See "Setting the Change Log Filter" above.
2. If you are viewing a specific view change log, then Copia displays the name of the specific item you are viewing and the date and time of the last change log purge at the top of the page.
3. If the list is longer than one page, use the Page links, located below the list of changes, to navigate through the list. If there are more page links than can fit on the page at once, Copia displays the Page field. Enter a number in this field and press the Enter key on the keyboard to immediately open the selected page.
4. To modify the list of changes, adjust the filter criteria and click Refresh. See "Setting the Change Log Filter" above.
5. Each change is listed with the following:
   • Category Record: Displays the main record the change log record belongs to (e.g., Order, Patient, User, Location, etc.).
   • Date/Time: Displays the date and time when the change log record was created.
   • Modified By: Displays the name of the user who made the change.
   • Type (Table Name): Displays the actual name of the database table that was changed.
   • Event: Displays the type of event that occurred (e.g., Create, Update, or Delete).
   • Description: Displays the beginning of the message that describes the change. Click the description link to display the full message in the Change Log Message pop-up. Add or edit information in the available field. Click the Close button to return to the Change Log filter page.
6. You may sort the displayed changes by clicking the heading for the Date/Time, Type (Table Name), Event, or Description columns. The up and down arrows indicate whether the current sort order is descending (\/) or ascending (/\).
7. Click the Refresh button to update the page with any new changes that fall within the filter settings. Note that if you view the page, open a different page, and then return to this page, then you must the Refresh button to get any new change log records. Also note that when you do this, Copia returns you to the first page of results.
8. Mark one or more checkboxes in the Select column, and then click the Print Selected button to view and print the change log from the View PDF page. See the View PDF topic. Click OK to return to the Change Log page.
9. Mark one or more checkboxes in the Select column, select a delimiter option from the drop-down list ("Double quotes and comma," "Comma," "Tab," "Vertical Bar," or "Semicolon"), and click the Export Selected button to export the change log information in a format that you may review or manipulate in an external program.

After you click Export Selected, Copia displays a dialog that allows you to save the file or cancel the export. By default, Copia names the files "Export_," 2 digit year, 2 digit month, 2 digit day, 2 digit hour, 2 digit minute, 2 digit second, followed by the extension ".csv" for "Double quotes and comma" and "Comma" delimiters and ".txt" for "Tab," "Vertical bar," or "Semicolon" delimiters.

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