Keeping an eye on your account’s activity
Tracking your account’s usage
Table of Contents
| 1. | Tracking activity in your account |
| 2. | Audit Logs (All Plans) |
| 3. | Governance Core Apps and Admin Console Sync |
For some admins keeping an eye on your account’s usage might be as simple as knowing when their next renewal date is and how many users they have active in their account. For other admins, they may need even more insight into app and data changes to stay aligned with their organization’s IT policies on compliance and data management. We have several tools available to help you understand the activity happening in your account for all levels of oversight.
Tracking activity in your account
Your Admin Console will provide insights into activity taking place across your account. Since these features are in your Admin Console access to them is restricted to Account or Realm Admins.
Learn about your Admin Console here
What is a Realm Admin?
If you are new to Quickbase you may not have heard about Realm Admins yet. Realm Admin is another role that exists to help manage access to specific settings and provide oversight in your account. The default Account Admin is given Realm Admin status when their account signs up.
Audit Logs (All Plans)
If you are a Realm Admin you will see the Audit Log tab in the left-hand menu in your Admin Console. Audit Logs provide visibility into users accessing the apps in your account, changes being made to your app’s structure, and changes being made to the data in your apps by users or automated workflows.
All our plans offer Audit Logs, but each plan does offer different data retention timeframes you can Learn more about each plan’s audit log retention here.
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An active account can have many entries in their Audit Logs for a Realm Admin to sort through, so we offer filters including:
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If you aren’t able to see the Audit Logs tab you may not have Realm Admin permissions on your account. To add additional Realm Admins an existing Realm Admin must create and submit a support ticket with Quickbase Technical Support.
Learn more about Audit Logs and the events they track here
How do I turn on Audit Logs for an App?
Manage data changes in Audit Logs
Beyond just tracking changes in your account, Realm Admins can also use Audit Logs to help revert data changes in designated apps. If an app has data change tracking enabled, a Realm Admin will be able to see what data was changed or deleted during a given event and can revert specific impacted fields back to their previous value.
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To restore the previous values in a record/field:
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Learn more about managing data changes in audit logs here
Learn how to enable data change logs for an app here
Platform Analytics
Platform Analytics are available in your Admin Console to help you capture quick insights into key metrics for both contract entitlements and general usage. This includes information such as:
- your contract period
- user access metrics
- the user and integration reads activity on your account
This is a great place to quickly do a temperature check on your account when you are looking for some high-level information.
Learn more about Platform Analytics here
Governance Core Apps and Admin Console Sync (On Business and Enterprise Plans)
Admin Console Sync must be set up by a Realm Admin
An additional tool available to the Realm Admins, who need to create their own custom workflow for account data or share account activity insights with non-Real Admins, are the Governance Core Apps (GCA). Our GCA is a suite of Quickbase apps that pull data from the Admin Console into a Quickbase App using our Admin Console Sync.
Using the GCA suite of apps allows you to share this data with others in your organization like your leadership team or IT team members using the custom permissions of a Quickbase App. It also lets you use Quickbase’s reporting, notification, and automation capabilities to help you do even more with your account usage data and automate notifications on key changes. Most importantly, it gives you a place to customize how you report and manage these changes to fit your own unique needs.
Tracking activity in your app
Along with the high-level insights into your account activity, we also have app-level features to help you get focused insights. These are available for any App Admin inside the app’s settings. This gives your app admins a way to keep an eye on their app’s activity and changes being made to the app’s structure.
Resources
- Governance Core App E-Learning
- Get started setting up the Governance Core Apps here
- Connecting to the Quickbase Admin Console
In App Audit Logs
Often an App Admin would also like to be able to track changes in their apps just like a Realm Admin can see Audit Logs on their account. In-App Audit Logs allow any App Admin within an app insight into this data without needing to go to their Realm Admins. These audit logs can be found in each app under the app’s setting page.
Opening In-App Audit Logs:
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Similar to Audit Logs in your Admin Console the In-App Audit Logs have options to filter and search by date, user email, table, action, and more. If data change logs have been enabled for their app they can also use the steps outline above in the Manage data changes in Audit Logs section of this article to restore data as well.
| Data change logs for an app need to be enabled by a Realm Admin, if you need them for an app make sure to partner with the Realm Admin at your account to get them enabled. |
Connection Central
Connection Central is a centralized hub where an app admin can find information about the connections associated with a Quickbase app including pipelines and connected tables. This helps an admin understand how these features are being used in the app and the impact they may have on the data flow in the app.
App admins can use Connection Central to find information like:
- Pipelines that use the app
- This include which tables and fields in the app are used by a pipeline
- Connected tables that use tables in the app as their source
Opening Connection Central
To find Connection Central while you are in an app, go to an app’s menu bar then App Settings, and then select Connection Central from Advanced Features.
Learn more about Connection Central here.