Data Change Tracker Setup

PATH: System Administration > Data Change Tracker > Data Change Tracker Setup

Data Change Tracker functionality is available as a Premium Product for all Campus Cloud Choice and Onsite Hosted customers.

Data Change Tracker functionality must first be enabled via the Data Change Tracker Setup tool in order for data changes to begin being tracked within Campus and begin populating data for use in the Data Change Track Report.

Along with enabling this functionality, this tool also details how many months worth of data changes will be tracked for reporting and which tables within Campus will be tracked.

Image 1: Data Change Tracker Setup Tool

Prerequisites

The following must be completed before enabling Data Change Tracker functionality via the Data Change Tracker Setup tool:

Tool Rights

PATH: System Administration > User Security > User > Tool Rights

Users need at least R(ead) tool rights in order to view/enable/disable Data Change Tracker Setup values.

Image 2: Data Change Tracker Setup Tool Rights

Enabling Data Change Tracker Functionality

To enable Data Change Tracking, mark the Enable Data Change Tracker checkbox (Image 3) and click the Save icon. Once enabled, data changes occurring within Campus will begin being tracked and stored for all tables indicated in the List of Tracked Groups and Tables list below. 

Once enabled, you may need to wait up to an hour for collected data to be processed for reporting purposes.

The number of months to retain logs of tracked data changes indicates how many months worth of data changes will be retained within Campus. The expiration date for retained data is based on the date the record was modified (this includes any values contained within the source record or the association with the school). 

If you would like more months retained than the number being shown, please contact Infinite Campus.

Image 3: Enabling Data Change Tracker Functionality

Understanding Tracked Groups and Tables

If table customization functionality has been enabled, the list of tracked tables will feature the ability to manually add or remove tables being tracked by the Data Change Tracker tool, which were not already predefined by Campus.

This functionality was delivered in Release Pack .1430 and can only be turned on by Campus Hosting.

See the following sections for more information about this functionality:

Removing Tables From Being Tracked

To remove a table from being tracked by the Data Change Tracker tool, unmark the checkbox in the Tracked column for each table you wish to remove (Image 4). Once all desired tables have been unmarked, select the Save icon. 

Image 4: Removing a Table From Being Tracked

Adding User-Defined Tables

To add tables to a table group and have them tracked by Data Change Tracker functionality, expand a table group and begin typing the name of the table in the blank field at the bottom of the table list (see Image 6). As you type, an auto-completed list will appear after at least 3 letters have been entered (see Image 5). 

This feature is not enabled with delivery of Release Pack .1430. This functionality must be enabled manually by Campus Hosting.

Users cannot add tables included within the blacklisted group: "Excluded Tables - Tracking NOT AVAILABLE".

Image 5: Entering a New Table for Tracking

Once the table has been found, select the table from the list. The table name will populate the field. Select the Add Table button to add the table to the table group (see Image 6). 

Image 6: Adding the Table

Added tables will appear in the table group list with a black X to the left of the table name. To have Data Change Tracker functionality begin tracking change data for this table, mark the checkbox in the Tracked column and select the Save icon (see Image 7). 

To remove a table from the table group, click the black X to the left of the table name. 

Image 7: Example of an Added Table for Tracking

If you would like to create your own set of tables within a group (instead of within a predefined group), you can add tables to the User-defined table area (see Image 8).

Image 8: User-defined Table Group

Printing Tracked Tables

To print a list of all tables currently being tracked by the Data Change Tracker tool, select the Print Tracked Tables icon. The Data Change Tracker Configuration Report - Tracked Tables will appear in separate window in HTML format (see Image 9).

Image 9: Printing a List of Tracked Tables

Printing Untracked Tables

To print a list of all tables not being tracked by the Data Change Tracker tool, select the Print Untracked Tables icon. The Data Change Tracker Configuration Report - Untracked Tables will appear in a separate window in HTML format (see Image 10).

This report is useful in reviewing which tables you may want to add and have tracked by the Data Change Tracker tool. 

This is not an exhaustive list of every Campus table that is not being tracked.  This report only includes common tables plus user defined tables that are not being tracked.

Image 10: Printing a List of Untracked Tables

Viewing the Error Log

To view a list of errors which have occurred during the data change tracking process, click the View Error Log button. The Data Change Tracker Error Log will appear (see Image 11).

An error log has been provided to help assure administrators that the Data Change Tracker tool is configured correctly and that tracked changed records are successfully being captured and stored in the tracking database. The Error Log is broken into two parts: Recently Logged Errors and All Logged Errors.

To view the error log, click the View Error Log button. The Data Change Tracker Error Log will appear (see Image 11).

Image 11: Data Change Tracker Error Log

If errors occur, an alert or message will appear within the Process Inbox, directing administrators to the error log (see Image 12). The error log will display details of any issues that have been discovered since the last time a system integrity check has been run.

Please share these details when contacting Infinite Campus Support.

Image 12: Example of Process Inbox Message and Alert

The Data Change Tracker Error Log will indicate the time in which the error occurred (TimeStamp), the name of the object which had the error (Object Name), the type of object which had the error (Object Type), the error which occurred (Error Message), the source of the error (Error Source), and the Campus database username (User Source) of who modified data within Campus itself.

Not all errors within the log pertain to data changes. In the example below (Image 13), a misconfiguration of an audit job has generated an error. 

Image 13: Data Change Tracker Error Log Example

Reviewing Excluded Tables

To review a list of tables that are excluded from Data Change Tracker functionality, scroll to the bottom of the tool and expand the Excluded Tables - Tracking NOT AVAILABLE section (see Image 14).

Image 14: Tables Excluded from Data Change Tracker Functionality


Feedback