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Monitoring collects two records of what happens in a record company. The Logs tab is the audit log: every create, update and delete, and every operation such as publishing a period or approving a payment, with who did it and when. The Emails tab lists every email Qlero sends on your behalf, from statements to invitations, with its delivery status. Use the audit log when a value looks wrong and you need to know when it changed, or when you want to confirm who ran an operation. Use the email log when a payee says they never received a statement or an invitation.
Monitoring appears in the sidebar when you have view access to the Audit Log or to Emails. Each tab has its own access: the Logs tab requires view access to the Audit Log, and the Emails tab requires view access to Emails. If the entry is missing, ask your administrator for the access you need. See User access and roles.

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Reading the audit log

Open Monitoring › Logs. The log opens on the last seven days, newest first. Each entry is written as one sentence: who did it, the event, the type of record and its name. An entry made by Qlero itself, such as a scheduled job, shows System as the user, and a user who has since been removed shows (deleted) after their name. Turn on Table mode to see the same entries as columns: Occurred, Event, Name, User and Changes. The Changes column lists the fields that changed, which makes it easier to scan a long list for one field.

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Events

Operations also cover template library changes, contract auto-matching, pro-rata assignments, logo changes, reporting currency switches, payee user access and account moves.

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Filters

  • Search matches the name of the record and the text of its changes.
  • Event narrows to Created, Updated or Deleted, or to one or more operations.
  • Entity limits the log to one type of record, such as contracts or sales files.
  • Source shows whether a change came from the Web app, an Import, a Background Job or the System.
  • User shows the changes made by selected team members.
  • Changed field finds every entry where a given field changed. Paste one or more field names, such as Isrc or Title.
  • Occurred sets the time window, in your own time zone.

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Open an entry

Select the name of an entry to open it. The Log Entry dialog shows the event, who made it, when and from which source. For a created, updated or deleted record, the Changes table lists each field with its value Before and After. Changes to lists, such as the mappings of a template or the sales files in a period, are shown as rows that were Added, Removed or Changed. For an operation, Details shows the options it ran with, and the dialog lists every record the operation touched. Publishing a period, for example, lists each payee whose statement was published. Long lists load as you scroll and can be searched.

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Follow one record or one operation

The menu at the end of each row has two shortcuts:
  • Show history of this contract (or track, payee, and so on) replaces the filters with every entry for that one record, newest first. A chip above the table shows which record you are looking at. Turn on Include related changes to add changes made on records that belong to it, such as the terms of a contract. Those entries carry a related tag.
  • Show all changes in this operation shows every entry an operation produced, so you can see what one import or one period calculation changed.
Clear the chip to return to the full log. Your sort order and time window stay as they were.

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Checking sent emails

Open Monitoring › Emails. Each row shows when the email was Created, its Status, the Subject, the Recipient and the Type. Types include Statement, Payment, Payee Invitation and Organization Invitation.

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Statuses

A Delivered status means the email reached the recipient’s mail server. It does not show whether the email was opened or whether it landed in a spam folder.

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Filters

  • Search matches the recipient address.
  • Status and Type narrow the list to, for example, every Bounced Statement.
  • Payee shows the emails sent to one payee’s users. This filter needs view access to Agreements as well.
  • Sent sets the time window.

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Open an email

Select a subject to open it. The Email dialog shows the recipient, type, sent time and subject, with a link to the payee when the email belongs to one. Delivery shows the current status, when it last changed, and any details the email service reported, such as the bounce reason.

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When a payee has not received an email

  1. Filter the log by the payee or search for their address.
  2. Check the status. Delivered means the email arrived and the payee should check their spam folder. Bounced or Skipped usually means the address is wrong or no longer in use.
  3. Correct the address on the payee user and send the statement or invitation again.

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Next steps

Dates and times in both logs follow your own locale and time zone. To give a colleague access to Monitoring, see Adding team members.