Data Warehouse: Client Audit Setup

  • Updated

Setting up an audit in the Data Warehouse involves two main components:

1. Client-side configuration.
2. Neostella's internal setup.

This article focuses on the client-side setup, which ensures that the audit process is correctly configured and connected to Filevine data sources. 

Fill Up the Audit Setup Form

Start by opening the Audit Setup Form and creating a copy. Then, navigate to the Audit Tables tab and follow these steps:

Start by opening the Audit Setup Form and creating a copy. Then go to the Audit Tables tab and follow these steps:

1. Select the Data Warehouse table(s) to audit: 

  • Contacts
  • Document
  • Notes
  • Project
  • Forms
  • Collections

2. If selecting forms or collections, confirm the Filevine Report Name is correct for each selected table.
3. Select the appropriate fields and collections checkboxes.
4. Choose the Criteria: Include Archive projects (Yes).
 The customer can register any filter criteria that need to be applied.
5. Select the audit type: 

  • Audit IDs
  • Audit Values
  • Both.

6. Choose how often the audit should run by selecting the Frequency as: Daily, Weekly, or Monthly.
7. Indicate whether the audit should: Hydrate Missing data and Delete Extra data.
8. Save the document and send it to help@neostella.com

For Forms and Collections, include the form and collection names within the form itself. If the Audit Type is set to "By Values," refer to the Supported Collections to verify the selected field types are supported.

 

Select the Data Warehouse Tables

In a Data Warehouse, data is organized into tables. Admins can choose only the tables relevant to their auditing or compliance needs. Each table contains distinct data:

  • Contacts (fvdw_Contact_legacy): People, clients, or Person Id.
  • Documents (fvdw_Document): Files associated with documentations, like documentation Id, size and filename.
  • Notes (fvdw_Note): Internal notes or records, like Note Id, Note Type, or Note Body.
  • Projects (fvdw_Project): Case or project information like Project Id, Project Name, or Create Date.
  • Forms
  • Collections

To select one of these tables:

1. Make a copy of the Audit Setup Form.
2. Go to the Audit Tables tab.
3. Use the checkboxes to select tables to include.



Select Fields to Audit by Values 

Each table contains fields (like id, first name, or email). Admins will need to create the report in Filevine using only the fields supported in this format to tell the system which fields or collections to audit. To do this, check these steps:

1. Review the Report Fields column.
2. Use the checkboxes to select what should be audited. Select only what is necessary to keep audits efficient. 

Set the Criteria: Include Archive Projects (Yes)

Filevine currently supports a single filter criterion across all tables. This means that in both the Audit Setup Form document and in Filevine Report Builder, admins must select Include Archived Projects and set it to Yes.

Ensure this appears in the Criteria column of the form. This setting will be used later to configure the audit process. The customer can register any necessary filter criteria here, such as a date range or specific project IDs.

Select Your Audit Type

There are two types of audits you can run, choose one or both.

  • Audit by IDs: Checks whether the record exists in both systems.
     For example: Is this contact in the Data Warehouse table?
  • Audit by Values: Checks whether field values match.
     For example: Is the contact’s email address correct?

To select one of these audits, follow this step:

1. In the Audit IDs column, check the box to include ID checks.
2. In the Audit Values column, check the box to include value comparisons.
3. Select both for a full audit.

Select Audit Frequency

Audits can be scheduled to run Daily, Weekly, or Monthly, depending on how frequently your data changes. Each table is fully customizable, so you can set a different audit schedule for each one, allowing them to run automatically and independently based on your needs. To set it up:

1. Locate the Frequency column in the form.
2. Click on the dropdown menu.
3. Select from Daily, Weekly, or Monthly.

Hydrate Missing Data

Hydration fills in missing data when discrepancies are found.

For example: If every contact is supposed to have a Date of Birth but some records are missing that value, hydration retrieves the missing birthdates from Filevine and adds them to the report accordingly.


To enable the hydration process, follow these steps:
1. Locate the Hydrate Missing column in the form.
2. Click on the dropdown menu.
3. Select one of the options:

  • Auto-fix Missing Info – Automatically fills in the missing information.
  • Notify Only - No Updates – Sends an email alert with a list of the missing data without making changes.

Delete Extra Data 

After the audit process runs for a specific table, the system will Delete Extra Data, removing the missing IDs or the different values from the Data Warehouse table. 

This option removes outdated or unnecessary records from the Data Warehouse.

For example: If your report includes a deprecated field like Fax Number, it will be removed automatically. 

To enable the deleting process, follow these steps: 


1. Locate the Delete Extra column in the form.
2. Click on the dropdown menu.
3. Select one of the options:

  • Delete Extra Records – Automatically deletes excess data.
  • Notify Only - No Deletions – Sends an email alert with a list of the extra data without removing the data.

Submit the Setup Form 

After completing these steps, make sure to save your changes and send the Audit Setup Form to the support team at help@neostella.com

Upon receiving the form, the Neostella team will:

  • Review and validate the setup.
  • Complete the internal configuration.
  • Enable audit monitoring. 

If we notice any discrepancies or issues, we’ll contact your firm to clarify before moving forward.