Custom Records in the Personal Information Access Logs Workbook
As of 25.1, the Personal Information Access Log tracks actions performed on custom records if they are related to customer records and contain customer-related sensitive information. To learn more about custom records, transactions, fields, and many more customization options in NetSuite, see Customization.
The Personal Information Access Logs workbook only displays logs for user activities that are related to customer records in NetSuite. Therefore, if you create a custom record or a custom transaction type, but none of the fields on this record contain information about your customers, actions performed on this record are not displayed in the workbook. However, if a custom record contains information about your customer, all actions performed on this record are logged by the PI Access Log.
When you view a custom record, the number of rows in the Personal Information Access Logs workbook depends on the number of unique customer relationships on the record. If multiple fields contain sensitive information related to one customer, only one row is added to the PI Access Logs workbook.
In this example, a user creates a new custom record called Sessions and adds a custom entity field called Attendee.
Later, the user updates the attachments on the Sessions record. This action is logged by the PI Access Log.
If you use the Saved Search feature to run a search on your custom record, but do not select the field with customer information on your Results subtab, this action is not displayed in the PI Access Logs workbook because you have not interacted with customer-related sensitive information through this search. However, if you select a field that contains such sensitive information on the Results tab, the action is logged, because you have seen the sensitive information in the search results.
In this example, a user creates a new search and selects the newly created Sessions record as its record type. Then, the user chooses the Attendee field on the Results tab and runs the search.
Standard records that are normally not tracked by the PI Access Log, such as Accounts, may be customized to include sensitive information. If this happens, any action on such record is displayed in the workbook.
In this example, a user creates a new custom field called Name and sets the type of field to Entity. Later, they add the Name field to the Account record. The user creates a new Account record and sets the Name field to William Smith. This action is displayed in the Personal Information Access Logs workbook.
In this example, an existing saved search with the Customer Name field in the results is used as a custom sublist.
The custom sublist appears on all expense reports. When users view or edit expense reports, their actions are displayed in the Personal Information Access Logs workbook, because the users interact with customer-related sensitive information.
