> For the complete documentation index, see [llms.txt](https://docs.phocassoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.phocassoftware.com/administration/users/monitor-user-activity.md).

# Monitor user activity

{% hint style="info" %}
User permission: [Administration > Users](/administration/users/add-update-user/user-permissions.md#administrator-permissions)
{% endhint %}

{% embed url="<https://phocassoftware.wistia.com/medias/myi8lxer5r>" %}
Monitoring your team's Phocas usage
{% endembed %}

## Individual user activity

The [user account page](/administration/users/add-update-user/user-account-page.md) shows you a user's activity over a selected period of days, months or a year, including queries any changes to their permissions, password, user group and so on. You can get activity information from the following three tabs:

### Usage  <a href="#monitoruseractivity-usage" id="monitoruseractivity-usage"></a>

The **Usage** tab shows a simple column chart with the number of queries that a user makes each day, which is ideal way to check that a user is using the product.&#x20;

Every time a user performs a query on the query screen, the count for that database and that day is increased. This includes whenever a new item (dimension, measure, property, and so on) is selected. Dashboard and chart queries are not counted.&#x20;

By default, the chart shows usage across all databases during the past 28 days. You can filter the data by:

* Database - select the database from the **Database** menu.&#x20;
* Time period - Select the activity for 28 days, 3 months, 6 months or 12 months from the **Period** menu.

### Query <a href="#monitoruseractivity-query" id="monitoruseractivity-query"></a>

Phocas automatically records every query that a user executes for all users in your organization.

<div align="left"><figure><img src="https://content.gitbook.com/content/vQCmtGTR7MsjcI62Vdki/blobs/iPqaHonNatI27CES26dD/618400" alt="" width="170"><figcaption></figcaption></figure></div>

These details display on the **Query Logs** tab (you might not have permission to see this tab). The log includes the date/time, the database, mode, dimension, period, any selections made and whether the result was shown as a chart or grid.&#x20;

To permanently deletes all recorded events, click the **Purge** button.&#x20;

To re-query the log and reload the page, click the **Refresh** button.

## System-wide activity <a href="#monitoruseractivity-viewsystem-wideactivity" id="monitoruseractivity-viewsystem-wideactivity"></a>

{% hint style="info" %}
User permission: Logs
{% endhint %}

See [View system-wide activity and error logs](/administration/logs.md).<br>

## Audit  <a href="#monitoruseractivity-audit" id="monitoruseractivity-audit"></a>

{% hint style="info" %}
User permission: This feature is not typically available to administrators but is used by Phocas implementation and support consultants.
{% endhint %}

All significant changes to user accounts are recorded in the **Audit** tab of the user account page. This data is recorded automatically and is captured at a database level, so any changes made outside of the application 'through the back door' are also recorded. The date/time of the event is included. The user-related events that are audited are:

* **CREATED:** Records details about creation of a new user.
* **UPDATED:** Changes to password, administrator, group, territory and profile. For all except password, the old and new values are retained.
* **DATABASE ADDED:** Shows the physical database name and the restriction, if any, that applied.&#x20;
* **DATABASE UPDATED:** Changes to a user's database settings. Records the physical database and the details of the restriction.
* **DATABASE DELETED:** Records the database name that was removed from a user. Note: The database isn't deleted; it is just removed from the user's available list of databases. It will still be available to other users.

<div align="left"><figure><img src="https://content.gitbook.com/content/vQCmtGTR7MsjcI62Vdki/blobs/6yiE8EydmVh4X2e7UElj/618423" alt="" width="283"><figcaption></figcaption></figure></div>

Details of the 'From' and 'To' fields are truncated at 50 characters; for a detailed view of the change click on the 'From' or 'To' link.


---

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