In Castor CDMS, you may occasionally see that changes to a study, form, or configuration are attributed to a “System User” rather than to a named individual. This article explains what the System User is, why it appears in the audit trail, and what it means for study management and compliance.
What Is the System User?
The System User is a built-in, non-human account used internally by Castor CDMS to perform automated or system-driven actions. It does not represent a real person and cannot be used to log in to the platform.
The System User exists to ensure that certain background processes and mandatory system operations can be executed reliably, even when no individual user initiates them directly.
Why Does the System User Appear as Making Changes?
The System User appears in the audit trail when changes are made automatically by the system rather than manually by a study user. Common scenarios include:
1. System-Triggered Updates
Some updates are required for the platform to function correctly or to maintain compliance, such as:
- Automatic recalculations or data consistency checks
- Background updates related to study status changes
- System maintenance or platform updates affecting study metadata
These actions are recorded under the System User because no individual user initiated them.
2. Automated Study Configuration Changes
When Castor applies automated logic or predefined rules (for example, enabling or updating internal study settings), the change is attributed to the System User.
3. Data Imports and Integrations
If data is imported or synchronized through:
- APIs
- Integrations with external systems
- Automated scripts or scheduled jobs
and no specific Castor user account is responsible for the action, the System User may be shown as the actor.
4. Platform Updates or Bug Fixes
Occasionally, Castor releases updates that require behind-the-scenes adjustments to existing studies. These updates are logged under the System User to clearly distinguish them from user-initiated changes.
What Does This Mean for the Audit Trail?
The appearance of the System User in the audit trail:
- Does not indicate unauthorized access
- Does not mean a user’s account was compromised
- Does not replace or mask user actions
All actions performed by real users are still logged under their individual user accounts. The System User simply provides transparency by clearly identifying system-driven changes.
This approach supports regulatory compliance by ensuring:
- A complete and accurate audit trail
- Clear separation between user actions and system actions
- Traceability of automated processes
Can the System User Be Modified or Disabled?
No. The System User is a core part of Castor CDMS and:
- Cannot be edited
- Cannot be assigned permissions
- Cannot be disabled
Its behavior is fully controlled by the Castor platform.
In most cases, no action is required when you see the System User listed in the audit trail. However, if you:
- Notice unexpected or unclear changes
- Need clarification for monitoring or audit purposes
You can contact Castor Support and reference the specific audit trail entries. They can confirm the exact system process responsible for the change.
Summary
The System User in Castor CDMS represents automated, system-level actions required for platform functionality, data integrity, and compliance. Its presence in the audit trail is intentional and helps distinguish system-driven changes from those made by study users.
If you have further questions about specific entries, Castor Support can provide additional details.