Data Entry Monitoring

Keeping track of it all in ZIMS.

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Data Entry Monitoring allows you to see what information has been entered into ZIMS, when it was entered and who entered it. It is especially useful when your institution has multiple Users doing data entry.

 

Start > Security Tools > Data Entry Monitoring

 

 

Note: “Log in History” tab will display activity greater than 120 days. But entries in the log (actual database transactions) should not be expected to be retained in ZIMS after 120 days.

 

 

Log In History tab

 

The Log In History tab provides the following information on records entered that are not Provisional records:

1. The User who was active during the session
2. The start time of the session
3. The end time of the session
4. The total time of the session
5. How many transactions were recorded
6. The IP address where the User signed into ZIMS from

The transaction counts are hyperlinks (red arrow)

 

Selecting the Transaction Count hyperlink will display the records recorded during that session.

1. The Date and Time the information was entered
2. The User who entered the data
3. The Type of record that was entered
4. Details of what was entered plus a hyperlink to the record. Selecting the hyperlink will take you into the record.

 

You can filter your Data Entry Monitoring search by the following fields:

1. Restrict to your institution records or a studbook if you are a Studbook Keeper
2. Restrict to records entered by a specific User
3. Filter by both a date and time range
4. The Type of record that was entered (Animal, Enclosure, Life Support, etc.). This is a cascading dropdown where you can be as general or specific as you desire.
5. The Action Type (Add, Edit, Delete and others)

 

 

Permanent records in Data Entry Monitor have the option to be “rolled back”. If a record was entered incorrectly, or possibly duplicated, you can select to undo it by highlighting the appropriate record and selecting Undo Selected. The record will display as Rolled Back with the date and who rolled it back. The information will be removed from the record. You cannot Undo a Roll Back.

 

When viewing the Data Entry Monitoring results, you can see that a record has been edited, but the details are only going to show you what that record looks like after the edit was complete. For example, this animal's weight record has been edited and you want to see what has been changed.

 

The easiest way to do this is to first search Data Entry Monitoring for only that animal's records by selecting Record Type of Animal and entering the GAN.

 

The results you get are only records for that animal. You can see that one weight record was added before the edited weight:

Click on the details for the Edited weight entry:

 

Then click on the details for the Added weight entry:

 

Notice the only difference is the weight itself and we can tell that the record has been edited from 2.3 pounds to 2.5 pounds. You cannot have both those windows open at the same time. You can take a screenshot, write down the entries, or have two tabs of ZIMS open with Data Entry Monitoring on each tab (one with the Edited record detail open and one with the Added record detail open) so you can flip back and forth to compare.

 

Provisional Records tab

Whereas permanent records (displayed in the Log In History tab) have the ability to be rolled back, the Provisional records displayed in this tab have the option to be rolled forward, that is to make the record a permanent record that will display in ZIMS.

 

 

There are four sub-tabs under the Provisional Records tab:

• Pending
  • This displays a list of all the Provisional entries that have not yet been addressed. These will remain in the list until dealt with.
  • Approve All tab will perform a batch action of approving all the records. Be very careful with Approve All. Make sure you have reviewed all records and Rejected any that are incorrect or duplicates.
  • Approve Selected will approve the single highlighted record. The record will now become a full part of the ZIMS database and any edits to it will appear in the Log In History tab list.
  • Reject Selected will reject (and remove from ZIMS) the single highlighted record. There is not an option to Reject All.
• Approve All
  • This tab displays a list of all the Provisional records that were Approved under the Pending tab.
  • This list displays only the last 90 days of Approved records.
• Rejected
  • This tab displays a list of all the Provisional records that were Rejected under the Pending tab.
  • This list displays only the last 90 days of Rejected records
• Provisional Monitor Log
  • This displays a list of all the records that have been addressed under the Pending tab. This is just an FYI and does not indicate if the records were Approved or Rejected.

 

All of these tabs have search options above the list to allow you to find only specific records that you are looking for.

 

Once a record is Acceptes it becomes a part of the ZIMS database and will display on reports. Any future edits to an Accepted record will be displayed in the Log In History tab. If a record is incorrect or a duplicate you have three options:

• Reject the record and notify the record why it was rejected (incorrect or duplicate). If incorrect they will need to re-enter.
• Accept and correct yourself. Only Users with Provisional access can correct Provisional records so you cannot correct without Accepting.
• Leave the record and notify the recorder to correct or delete themselves. You can then Accept the correct record and Reject the incorrect one.

 

Revised 5 March 2025