Individual Audit Report

Overview

In this article, you’ll learn what data is included in the report output, what that data means, how to filter the report data, and tips for using the report.

IN THIS ARTICLE

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What's in the report

To run this report, you must belong to a Security Group with the following permissions:

• Reports > Visible
• Individuals > Visible

If your Security Group has restricted access for Individual records, you will only see changes for Individuals that are assigned to your Accessible Agent, and optionally, unassigned Individuals. Learn more.

Report data:

Individual ID* Current First Name* Current Middle Name* Current Last Name* Current Servicing Agent**

Modification Type Modification Date Modification Time Modifying User

Modified Field*** Old Value New Value Additional Info

*Pulled from the Individual Detail > Personal Info tab at the time the report is run.
**Pulled from the Individual Detail > Client Info tab at the time the report is run.
***The report audits these fields.

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Interpreting the data

This report allows you to audit the changes that were manually made to Individuals in your book of business, and see what changed, when it happened, and who did it.

Which records were modified?

Individual ID

The first column you’ll see is the Individual ID. This ID is a unique number tied to every Individual record in AMS+.

The Individual ID never changes. This makes it great for sorting and grouping modifications in the report output.

Current Names

These columns show the first, middle, and last names of the Individual record at the time the report is run:

• Current First Name
• Current Middle Name
• Current Last Name

If you see duplicate names, check the Individual ID. The ID is unique to each record, so you can use it to tell Individuals with the same name apart.

Servicing Agent

The Servicing Agent column shows the Agent record that is listed in the Individual’s Servicing Agent field. In the report output, you can sort by the Servicing Agent to see all modifications made to Individuals in an agent’s book of business.

Who made changes and when?

These columns tell you what kind of modification occurred, when it happened, and who did it:

• Modification Type - Shows the type of modification that happened. There are three types: Create, Edit, and Delete.
• Modification Date
• Modification Time
• Modifying User

What changed?

These columns tell you which data field was edited and the values before and after the edit:

• Modified Field - Shows the data field or association that was edited.
• Old Value - Shows the field value before the edit.
• New Value - Shows the field value after the edit.
• Additional Info - Shows the Individual ID of the Individual record. It will also show changes to the Individual’s association with other records (e.g., Group or Carrier) and Policy enrollments and elections.

What does the report audit?

The report audits modifications that were manually made to the following data points:

• Changes to data fields on the Individual Detail screen
• Changes to the Individual’s association with Group and Carrier records
• Changes to the Individual’s Relationships
• Changes to the Individual’s Policy enrollments and elections

The report does not audit modifications made by data imports, API, or integrations.

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Filtering the data

If you have a lot of data, it could take AMS+ a little time to export your audit data. To narrow your report results and improve the report download speeds, use any of the following filters:

• Modification Type: In AMS+, there are three types of modifications: create, edit, and delete. With this filter, you can download lists of all modifications or only modifications of a particular type.
  • All - Shows all modifications that were made to Individual records within the Modification Date range.
  • Create - Shows only the modifications of Individual records that were created within the Modification Date range.
  • Edit - Shows only the modifications of Individuals that were edited within the Modification Date range.
  • Delete - Shows only the modifications of Individuals were deleted within the Modification Date range.
• Modification Date: You must set a date range to run the report. You can pull audit data from the start date through the end date. Please note, you can download up to 90-days worth of audit data at a time.
• Modified User: If you select a User, the report will show only Individual records that the User modified.
  Individual Record: If you enter the name of an Individual record, the report will show only modifications made to that Individual.
• Sort by: This filter allows you to sort the report data by Modify Date or Individual. Please note, you can also change the sort in the report output using third-party apps like Excel or Google Sheets.

Filter by data fields

If you’re using the “Create” or “Edit” Modification Type, you will have the option to filter by standard fields from the Individual Detail tab.

If you make no selections, the report will include all of the field data. If you select any of the fields, the report will exclude all the other field data.

Find deleted Individual records

If you notice an Individual record has gone missing, it was likely deleted. You can use this report to investigate and see what happened to the Individual leading up to its deletion.

To get started:

In the report filters, find the Modification Type filter and select “Delete”.

In the Modification Date filter, specify a range and run the report.

The report output will include all Individual records that were deleted within the date range.

Then:

Go back to the report filters. In the Individual Record filter, enter the name of a deleted Individual.

Run the report.

The report output will include the full change history for the Individual record, including who created it, who edited it, and ultimately, who deleted it.

You can also download all Modification Types and sort by the Modification Type in the report output to find deleted Individuals.

View agent performance

Having a steady supply of new leads is vital to an agency’s business. Leads can come from many places. If your agents prospect for Individual leads and add them to AMS+, you can gain insights into their performance using this report. It will show you who created Individuals, how many, and when.

To get started:

In the report filters, find the Modification Type filter and select “Create”.

In the Modification Date filter, specify a range and run the report.
The report output will show all Individual records that were created within the date range.

In the report output, sort by “Servicing Agent” or by “Modified by User” if the agent is a User in your account.

This will show you how many Individuals each agent has created within the specified date range.