Audit trail / Certificate of Fulfillment

In Circularo, each document has its own Audit Trail showing its complete processing history and displaying all actions in chronological order, including the when, what, and who information.

The Audit Trail is a useful tool for verifying every action done to the document and preventing any unwanted modifications.

When a document has been completed (processed successfully), the audit trail changes into the Certificate of Fulfillment, which provides additional info about the transaction that took place.

Accessing audit trail

• Find your document in the Documents section

• Click on the arrow to expand the Context Menu

• Select Audit trail from the menu

Alternatively, you can also access the audit trail from the context menu in Document preview.

Content of the Audit Trail

QR code

QR code leads to either the document preview or the verification page based on the settings of your organization.

Document ID

The Document ID (or DocID) can be used to verify whether a document was created or signed in Circularo.

General Overview

The general overview outlines basic information about the document. It also contains a link to the verification page, where you can validate the document and the signatures it contains.

• Document name

• Status - more information in Status Overview

• Timezone - based on the timezone of the user who created the document

• Date created

• Page count

• File size

• Format

• Verify authenticity - contains an URL link to Circularo verification page

Detailed Audit Trail

This part provides a detailed event-by-event overview of the entire processing history of the document, from its creation in Circularo to the latest event.

The listed actions include edits, shares, views, or signatures, among others.

Certificate of Fulfillment

Audit Trail turns into a Certificate of Fulfillment once a transaction is completed. Complete transaction means that the signing process is finished either successfully (document Completed) or unsuccessfully (document Failed).

The Certificate of Fulfillment contains everything a regular Audit Trail does plus two more sections.

Transaction Details

An overview of the transaction that took place, focused on its parameters and settings.

• Initiated by - details of the creator of the document

• Sent - time and date

• Executed - time and date of completion of the document

• Signing method - certificates used for signing

• Signing Providers - which company powers the signing platform

• LTV enabled - Yes/No (What is LTV?)

• Number of participants - participants of the signing process (if the creator of the document does not execute any action, ie. sign, approve, etc., they will not be counted among participants)

• Number of signatures

• Number of initials

• Number of stamps

• Signing order - Yes/No

• Signed checksum - Hash of the signature

• Timestamp - Yes/No

Transaction Summary

An overview of all actions executed by each participant throughout the transaction.

Here you will see Event name, such as Document created, Request to sign, etc.

Under Timestamp & Location will be information belonging to each event. It contains time, date, IP address of the participant and their location.

Final part of the summary table is Signature details, where you will see Trust, which specifies the signing certificate, Provider of the signing platform, and Issuer, which refers to the authority issuing the signing certificate.

The geolocation stated in the transaction summary is based solely on the participants' IP address. We do not have any information about the actual whereabouts of the participant.

Therefore, the location info in the Certificate of Fulfillment may differ from the actual location where the transaction took place in some special cases. 

Download Audit Trail

At the top of the page, there are buttons to download or print the audit trail.

When downloading a document, you will always be given a choice to download its audit trail as well, either as a separate PDF file, or in the same file as the document itself. You can download the audit trail only as well.