Access Log – Flywheel.io

Flywheel recognizes that research subject data can sometimes contain Personal Identifying Information (PII) or even Protected Health Information (PHI), and that such use cases include obligations to be able to audit who did what and when on the Flywheel system. The Flywheel Access Log feature provides the user access auditing capability, by keeping a record of what users took specific actions, and when. This Access Log can be filtered and exported by users assigned a Site Admin role.

Note that this feature is intended as a user access auditing tool with group/project/subject record specificity. Other Flywheel features (such as de-id logging) are intended to provide more granular change logging of data in Flywheel.

Interface

The Access Log will group recorded events by user, access type, subject record, and hour. For example, if a user were to view the images of a single subject over a 2 hour period, there would be 2 download_file records in the Access Log, one for each hour the images were viewed, and the count of files viewed.

The Access Log report contains the following information. More detail is available when choosing to download.

Field Name	Description
First Access	Timestamp of the first action for the hour period, localized to the current browser timezone
Last Access	Timestamp of the last action for the hour period, localized to the current browser timezone
User	Email address of the user performing the action
Access Type	The action that was performed

List of Access Types:

Name	Description
delete_analysis	Deleted an analysis record.
delete_container	Deleted a subject, session, or acquisition record.
view_container	Viewed details of a non-subject container record.
view_subject	Viewed details of a subject record
delete_file	Deleted file
download_file	Downloaded or viewed file contents
file_moved_away	Moved file between subjects (source subject)
file_moved_in	Moved file between subjects (destination subject)
replace_file	Replaced file contents with a new version
view_file	Viewed details of a file
sync_to_external	Exported data to an external storage provider via the Project Export feature.
view_job	Viewed details of a job (gears).
view_job_logs	Viewed logging output of a job (gears).
delete_form_response	Deleted responses to a completed viewer form.
view_form_response	Viewed responses to a completed viewer form.
add_permission	Added permissions for a new project user
modify_permission	Modified permissions for an existing project user
role_change	Modified custom user role
user_role_change	Modified site-level user role (User, Developer, Site Admin)
user_disabled	Disabled site-level Flywheel user account
user_enabled	Enabled or created site-level Flywheel user account
user_login	User login event
user_logout	User logout event

Retention

The Flywheel system retains the Access Log records indefinitely.

Generate a report

Filtering the contents of the Access Log is recommended, because viewing and downloading is limited to the first 10,000 matching records. An export containing all results can be provided by contacting support@flywheel.io

Once you have generated the report, download the results as a CSV file. The CSV file includes additional information, such as Flywheel hierarchy labels and IDs, which are not exposed on the Access Log page.

Next Steps

Now that you have some of the basics, here's some next steps for administering Flywheel:

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Interface

Retention

Generate a report

Next Steps