Activity Logs

The Activity Logs feature in simpleBillBook helps you track and monitor all system activities, user actions, and changes across different modules. This guide covers how to view, filter, and analyze activity logs for better system oversight and audit trail management.

Viewing Activity Logs

To view activity logs:

1. Navigate to Activity Logs from the main sidebar
2. You'll see a comprehensive table of all system activities and changes inside your company

Figure 1: Activity logs showing system activities and user actions

Header Section

• Title: Activity Logs
• Subtitle: Track all system activities and changes

Summary Tabs

Tab	Description
Total Logs	All system activities
Today's Logs	Activities from current day
Active Users	Currently active users
Sources	Activity sources/modules

Activity Logs Table

The table displays the following columns:

Column	Description
ID	Unique identifier for each activity
User	User name and email who performed the action
Source	Module where action occurred
Action	Type of action performed
Description	Detailed information about the activity
Date	Date and time of activity

Sample Log Entries

ID	User	Source	Action	Description	Date
194	santhosh santhosh@gmail.com	Leads	status_change	Lead status changed from created to won	12/03/2026, 11:51:58
193	santhosh santhosh@gmail.com	Leads	update	Lead updated: saran	12/03/2026, 11:51:58
192	santhosh santhosh@gmail.com	Leads	create	Lead created: saran	12/03/2026, 11:50:50
191	santhosh santhosh@gmail.com	Leads	create	Lead created: bharath	12/03/2026, 11:50:08
190	santhosh santhosh@gmail.com	Leads	delete	Lead deleted: dddd	12/03/2026, 11:47:36
189	santhosh santhosh@gmail.com	Product Stocks	stock_adjustment	Stock added for product: service. Quantity: 103	11/03/2026, 17:45:53
188	santhosh santhosh@gmail.com	Purchases	create	Created purchase SKS-PUR6	11/03/2026, 15:43:16
187	santhosh santhosh@gmail.com	Purchase Orders	create	Created purchase order #6	11/03/2026, 15:28:53
186	santhosh santhosh@gmail.com	Credit Notes	update	Updated credit note SKS-CN5	11/03/2026, 15:13:50

Activity Sources

The following modules/sources generate activity logs:

Source	Description
Leads	Lead management activities
Product Stocks	Inventory stock adjustments
Purchases	Purchase transactions
Purchase Orders	Purchase order activities
Credit Notes	Credit note creation and updates

Action Types

Common action types tracked in the system:

Action Type	Description
create	New record created
update	Existing record updated
delete	Record deleted
status_change	Status modified
stock_adjustment	Inventory quantity adjusted

Pagination

The activity logs table includes pagination controls for navigating through multiple pages:

• Previous: Go to previous page
• Page Numbers: 1, 2, 3, 4, 5, 6, 7...
• Next: Go to next page

Showing 10 entries per page by default

Filtering Activity Logs

By Tab Selection

Click on the summary tabs to filter logs:

• Total Logs: View all activities
• Today's Logs: View only today's activities
• Active Users: View activities by active users
• Sources: Filter by specific modules

By Date Range

Activities can be filtered by date:

• Specific date selection
• Date range selection
• Today, This Week, This Month options

By User

Filter activities by specific users:

• Select user from dropdown
• View all activities by particular user

By Source/Action

Filter by:

• Module/Source (Leads, Purchases, etc.)
• Action type (create, update, delete, etc.)

Understanding Log Entries

Lead Management Activities

Action	Description Example
status_change	"Lead status changed from created to won"
update	"Lead updated: saran"
create	"Lead created: saran"
delete	"Lead deleted: dddd"

Inventory Activities

Action	Description Example
stock_adjustment	"Stock added for product: service. Quantity: 103"

Purchase Activities

Action	Description Example
create	"Created purchase SKS-PUR6"
create	"Created purchase order #6"

Credit Note Activities

Action	Description Example
update	"Updated credit note SKS-CN5"
update	"Updated credit note SKS-CN4"

User Information

Each log entry includes user details:

• User Name: santhosh
• User Email: santhosh@gmail.com

Best Practices for Activity Logs

Regular Monitoring

1. Daily Review: Check today's logs for unusual activities
2. User Activity: Monitor individual user actions
3. Critical Changes: Review status changes and deletions

Audit Trail

1. Compliance: Maintain logs for audit purposes
2. History Tracking: Track changes to important records
3. Accountability: Identify who performed specific actions

Security Monitoring

1. Suspicious Activity: Monitor for unauthorized access attempts
2. Data Integrity: Track unexpected deletions or modifications
3. User Behavior: Analyze patterns of system usage

Common Use Cases

Case 1: Tracking Lead Conversion

Scenario: Monitor when and who converted leads Solution:

1. Filter by Source: Leads
2. Filter by Action: status_change
3. Review descriptions for "changed from created to won"

Case 2: Investigating Data Changes

Scenario: Determine who deleted a lead Solution:

1. Filter by Source: Leads
2. Filter by Action: delete
3. Search for specific lead name in description

Case 3: Stock Adjustment Audit

Scenario: Review inventory changes Solution:

1. Filter by Source: Product Stocks
2. Filter by Action: stock_adjustment
3. Review quantities added/removed

Case 4: Purchase History

Scenario: Track purchase creations Solution:

1. Filter by Source: Purchases or Purchase Orders
2. Filter by Action: create
3. Review purchase numbers and details

Integration with Other Modules

Lead Management

• Track lead creation, updates, and status changes
• Monitor lead deletions
• Review conversion activities

Inventory Management

• Monitor stock adjustments
• Track product quantity changes
• Review inventory movements

Purchase Management

• Track purchase order creation
• Monitor purchase transactions
• Review credit note updates

User Management

• Track user activities
• Monitor system access
• Review user-specific actions

Conclusion

The Activity Logs feature in simpleBillBook provides:

• Complete Audit Trail: Track all system activities inside your company
• User Accountability: Identify who performed actions
• Module-wise Tracking: Filter by specific sources
• Action Monitoring: Track creates, updates, deletes
• Timestamp Records: Exact date and time of activities
• Pagination: Easy navigation through large datasets
• Comprehensive Details: User, source, action, description

Regular use of activity logs helps businesses:

• Maintain audit compliance
• Monitor user activities
• Track critical changes
• Investigate issues
• Ensure data integrity
• Improve security oversight

Remember to review activity logs regularly, set up alerts for critical actions, and maintain proper access controls to ensure system security and accountability.