How to Audit User Activity Logs and Permission Changes in Vantaca

Go to Settings (or Admin) in Vantaca, open the Audit Log (sometimes called Activity Log), then filter for User, Security, Role, or Permission events. Review who changed what, when, and from which screen, then export the log and compare it to your current Roles and User Access settings to confirm nothing is missing or over-granted.

 

Where to find the right logs (and what they mean)

 

• Audit Log / Activity Log: a time-stamped history of actions inside Vantaca (logins, edits, approvals, settings changes).
• Permission change: when someone’s access level changes (role assigned, module enabled, admin rights granted).
• Role: a template of permissions (example: “AP Clerk” vs “Manager”). Users inherit access from roles.

• In Vantaca, look under Settings or Administration for Audit Log, Security, or User Management.
• If you cannot see Audit Logs, you likely lack the Admin/Security permission. Ask an admin to grant view audit log access or run the export for you.

 

How to audit permission changes step-by-step

 

• Open Audit Log.
• Set a date range (start with last 30–90 days, then widen if needed).
• Apply filters such as Category = Security/Users/Roles, or Action = Update/Edit/Permission/Role.
• Search by the affected username (the person whose access changed) and also by likely admins (the people who could have made the change).
• Open each event and record: who made the change, what changed, when, and where (module/screen).
• Export the results (CSV/PDF if available) and save it with the date in the filename.

 

Common setup mistakes to watch for

 

• Role drift: a role was edited, silently changing access for many users at once.
• Direct user overrides: a user got extra permissions outside their role, making audits confusing.
• Shared logins: actions look like one person, but multiple people used the same account.
• Missing “before/after” detail: some logs show “role updated” but not exactly what toggles changed; you must compare current role settings to a saved baseline.

 

How to validate everything is correct (even if requirements are already met)

 

• Open User Management and confirm each user has the correct role and status (active/inactive).
• Open Roles and review permissions for high-risk areas: banking, AP payments, owner ledger edits, settings, exports.
• Pick one “normal user” and one “admin” and do a quick access test: confirm the normal user cannot see admin screens, and the admin can.
• Create a simple baseline: export or screenshot role permissions now, so future audits can detect changes fast.

 

Troubleshooting if something looks wrong

 

• If a user has too much access: remove direct overrides first, then fix the role, then re-check the log for who granted it.
• If you cannot find the change in logs: expand the date range, search by role name, and check if the change happened via a bulk update or integration.
• If log entries are unclear: document the event IDs and timestamps and compare current settings to your baseline.

 

When to contact Vantaca support

 

• You need audit log fields that are not visible (before/after permission values).
• You suspect unauthorized access (unexpected admin grants, unusual login patterns).
• Logs appear incomplete or you cannot export them.