Follow

Entity Activity Log

Article published on the 21st of October, 2021.

This feature is only available from WorkPoint 365 Version 4.0.

Contents

1. Introduction

When working with any entity in WorkPoint it can be very useful to get an overview of the activity on the entity. This could be many different activities like stage change, document approvals, reassignments of tasks etc.

WorkPoint has previously logged information about latest activity on entities in the Journal webpart in the top panel.

The Entity Activity Log feature allows logging activity on entities in a list instead. One advantage of this approach is that administrators can configure and control which types of events are logged.

Examples of events to be logged could be:

  • Document creation
  • Document deletion
  • Document approved/rejected
  • Stage change
  • Meta data change
  • Project Manager change

The activities  logged can be events happening in WorkPoint, but could also be events in related external systems (e.g. a support ticket has been raised in a help desk system where the customer information is found in WorkPoint). Another example could be an update to case information in an external system, affecting the WorkPoint system.

Events can be logged using the Process Management Framework (once released), the WorkPoint API, or using the WorkPoint connectors for the Microsoft Power platform.

By default, the activity list has read-only permissions for all users, but permissions to the list can be controlled by security rules.

For a list of fields on the Activity Log list, see the Notes section of this article.

2. Requirements

This is an additional feature. If you want this feature for your solution, please contact WorkPoint Sales by email at sales@workpoint.dk for more information. Note that this feature is only available for solutions using Modern UI, and only for the browser version of WorkPoint.

3. Configuration

When activating the Entity Activity Log feature, a list called "Activity log" is provisioned to the Master Site of the business module. This list can then be synchronized to other entity sites on the same module.

Enabling the Entity Activity Log is done in the WorkPoint Administration:

  1. In the WorkPoint Administration, click the header of the business module on which you wish to enable the Entity Activity Log feature.
  2. In the drop down menu, click "Entity Activity Log".
  1. In the Entity Activity Log Settings page, check the "Enable" checker to enable the feature.
  2. Click the "Save" button.
  1. Click the "OK" button in the pop up to enable default activity settings in action management. This option creates the following actions in the WorkPoint Process Management Framework:
  • Entity stage changed
  • Document created (for all document libraries except e-mails)
  • Document deleted (for all document libraries except e-mails)

Note that the WorkPoint Process Management Framework is currently awaiting release. The actions mentioned above will not be available until the Process Management Framework is released. Until then, entries can be made to the Entity Activity Log lists using the WorkPoint API or through the use of WorkPoint's Power Connectors.

  1. If you click "Cancel", the Entity Activity Log list will still be provisioned to the Master Site of the business module, but the above mentioned actions will not be created in the Process Management Framework.

4. End User Guide

There is as such no user guide for the Entity Activity Log.

The permissions for the Entity Activity Log list are Read for all users, and only the WorkPoint System or external systems can write to the list.

The following image demonstrates an Entity Activity Log with entries for a Project called "Roofing project":

Entries to the Entity Activity Log lists can be made by using the WorkPoint API, or by using the WorkPoint Power Connectors.

Once the WorkPoint Process Management Framework is released, entries can also be made with the actions mentioned in the configuration section of this article.

Note that when adding an activity to the entity activity log, you need to specify the activity data. The following table shows the fields necessary, but some of the fields (asterisks) can be set automatically by the system:

Field
Title
Event Type
Event Type ID
Event Source  Type
Event Date
Event User
Event System / Authority
Business Module ID
Business Module Title*
Entity ID
Entity Title*
Entity URL*
Item ID
Item Title*
Item List ID
Item List Title*
Item URL*
Item Data

* can be set automatically by the system.

5. Notes

   5.1. Activity Log list columns

The Activity Log list contains the following columns:

Field Type Description
Title Text Value
Event Type Managed Metadata Tenant scoped termset which would make it possible to create a hierarchy of event types for a solution. The standard hierarchy would look as the following:

    ○ Entity

        • Created

        • Updated

        • Changed stage

    ○ Document

        • Created

        • Updated

        • Deleted

        • Published

    ○ Other

Event Type ID Text
Event Source Type Managed Metadata Tenant scoped termset.

○ Entity
○ Item
○ Document
○ Folder
○ External event

This property is filled automatically by the system.
Event Date Date and Time Actual date of the event.
Event User Person The person who triggered the event.
Event  System/Authority Text E.g. name of event source system. Default = WorkPoint.
Business Module ID Text
Business Module Title Text
Entity ID Text
Entity Title Text
Entity URL Text
Item ID Text
Item Title Text
Item List ID Text
Item List Title Text
Item URL Text
Item Data Text JSON object with additional context data.
Have more questions? Submit a request