Activity logs

What the Activity Log shows

Open Admin > Activity Log to answer "who did what, and when". Each row is one operation: everything one person did with one click or save. Creating an order, for example, also adds tests, creates samples, issues an invoice and sends notifications. All of that appears as one row, Order Created, instead of dozens of separate lines.

Each row shows:

• When: the date and time, with how long ago it was.
• What happened: the main action, with a short list of what else the operation did (for example "Order Item Created ×6, Sample Created ×3, +4 more"). When the user entered a reason, it appears here first.
• Related record: the order or sample code. Select it to open that record.
• By: the staff member, with their user code.
• Steps: how many recorded events make up the operation.
• Origin: whether it happened in Kashef Cloud or Local Kashef.

Use the column menu to show Reason, Changed Fields, Channel or Branch when you need them.

Activity from Local Kashef uploads automatically during sync and is reviewed here in Kashef Cloud.

Find an operation

You can also ask a connected AI tool to search the Activity Log, list the events in an operation, or inspect a recorded change. The same Activity Log permission and laboratory visibility apply. Ask it to continue through additional event or change pages when needed. Recorded technical data is available in sections, with credentials redacted. The AI tool cannot edit or delete the log.

Type in the search box to find operations by:

• an order code, such as ORD-2610-0001
• a sample barcode
• a patient name or phone number (shows the activity of that patient's orders)
• a staff member's name or email
• an action word, such as "cancelled"

Use Filters to narrow further:

• When: Today, Yesterday, Last 7 days, Last 30 days, or a custom range.
• Done by: one staff member.
• Record type: Order, Sample, Test Result, Patient, Invoice, Payment and more.
• Action: Created, Updated, Deleted, Signed in, Failed and more.
• Channel: record changes, sign-in and security, notifications, or automation.
• Branch: in the company workspace, limit the list to one branch.
• Related record: enter an order code or sample barcode.

A filter matches an operation when any of its steps matches. Active filters appear as chips above the table; remove a chip to clear it.

Read the details

Select a row, or View Details, to open the operation:

1. The header shows the main action, who did it, when it started, how long it took, and a link to the order or sample. If a reason was given, it is highlighted.
2. Also in this operation lists everything else the operation did, with counts.
3. What happened, in order is the timeline. Each step shows its time and what changed:
   • for an update, the old value is struck through and the new value follows it;
   • for a new record, only the fields that were filled in are shown;
   • repeated steps of the same kind are combined (for example "Order Item Created ×6"). Select Show records to see each one.
   • long lists show the first fields; select Show more fields for the rest.
4. Background steps holds what the system did automatically, such as notifications, balance updates and tracking records. It is closed by default.
5. Technical details shows where the action came from (page, IP address, device, background job) and the recorded data, for support investigations.

The same view opens from Order Activity on an order page, from the sample details History, and from Recent activity on the dashboard. On an order page, Full audit log opens this page filtered to that order.

What is not recorded

To keep the log readable and the system fast, Kashef does not record automatic bookkeeping that nobody performed: recalculated account balances, order draft autosaves, backup progress, language switches, device heartbeats and regenerated PDF files. Every change a person makes to a record is still recorded.

Investigate an issue

1. Start with the order code or sample barcode in the search box.
2. Set When to the time of the issue.
3. Open the operation and read the timeline from top to bottom.
4. Check By and the reason before drawing conclusions.
5. If the actor is System, open Technical details to see which automation or background job made the change.

The log explains what the system recorded. Use it together with order notes, sample history, result review and finance records when you reconstruct an incident, and document your findings outside the log.