History
The History log records every file and folder action on a compliance record with timestamps, users, action types, and affected items for audit defence. Entries are immutable so teams can prove who moved, uploaded, or downloaded evidence. Search and filters help narrow long timelines during investigations. It is the detailed audit trail for evidence and folder activity on the compliance record, complementing higher-level status and field changes elsewhere. Regulators and internal QA teams often rely on it to demonstrate who accessed or changed audit materials and when.
Quick Check - Before You Start
- Open the compliance record whose file activity you need to audit
- Decide whether you will search by keyword, file name, user, or action type before scrolling the full log
Core Information
These details are automatically captured for every action performed on compliance files and folders, providing complete context for each entry.
| Column | Description |
|---|---|
| Date | The exact date and time the action was recorded, displayed in a standardised format for consistency across all entries. (System-generated) |
| Action | The type of interaction performed, such as Download, Upload, or Delete. This categorises the nature of the change for easy identification and filtering. (System-generated) |
| Items | The specific file or folder that was affected by the action. This pinpoints exactly what was modified or affected, providing context about which part of the compliance record was altered. (System-generated) |
| Value From | The source or context of the action (e.g., document type, workflow stage). This shows the original state or context before the action was performed. (System-generated) |
| User | The team member who performed the action, displayed with their name for accountability. This ensures every change can be traced back to the responsible party, providing clear user attribution for audit purposes. (System-generated) |
History Features
These features help you navigate, search, and analyse the history log efficiently.
| Feature | Description |
|---|---|
| Search and Filter | Use keywords, file names, or user actions to quickly narrow down history logs and find specific entries. The search filters results in real-time, making it easy to locate relevant entries without scrolling through the entire log. (Available to all users) |
| Download History | View a clear record of which users have accessed or downloaded compliance documents. This provides visibility into document access patterns and supports audit requirements for tracking sensitive document retrieval. (Available to all users) |
| Chronological Display | Entries are displayed in chronological order, making it easy to follow the sequence of events and understand the timeline of actions. (System-generated) |
Audit and Compliance Features
These features ensure the history log meets audit and compliance requirements.
| Feature | Description |
|---|---|
| Immutable Record | History entries cannot be edited or deleted once created, ensuring the integrity of the audit trail. This prevents tampering and maintains the reliability of the historical record. (System-enforced) |
| Complete Activity Log | Every action on compliance files and folders is automatically logged, including uploads, downloads, and deletions. Nothing is omitted from the audit trail. (System-generated) |
| Timestamp Precision | Each entry includes precise date and time information, enabling accurate timeline reconstruction for compliance reviews or dispute resolution. (System-generated) |
| User Attribution | Every action is attributed to the specific user who performed it, providing clear accountability and enabling traceability for compliance audits. (System-generated) |
| Audit-Ready Format | The history log is presented in a standardised format that is ready for internal or external audits, with all necessary information clearly displayed and easily accessible. Provides a comprehensive and immutable log that fully supports traceability requirements for regulatory reviews. (System-generated) |
Best Practices
- Review History During Audits: During compliance audits, use the history tab to provide concrete evidence of who interacted with which documents and when.
- Utilise Filters Efficiently: Use filters to efficiently investigate activity related to a specific file, user, or timeframe, especially when investigating an incident.
- Monitor Download Activity: Regularly review download history to ensure sensitive compliance documents are only accessed by authorised personnel.
- Export for Reporting: Use the history log as a source for compliance reports and external audit documentation when required.
Important Notes When Using History Log
Immutable Record: History entries cannot be edited or deleted once created. This ensures the integrity of the audit trail but means you cannot correct mistakes in the history log itself. If an incorrect action was performed, it will remain in the history, though subsequent corrective actions will also be logged.
Complete Activity Logging: All actions on compliance files and folders are automatically logged. This ensures complete transparency but may result in a large number of entries for active compliance records.
User Attribution: Every action is attributed to the user who performed it. Ensure team members understand that their actions are permanently recorded and attributed to them for accountability purposes.
Search Limitations: While the search function is powerful, use specific keywords or combine search with filters to narrow down results and find relevant entries quickly.
Compliance Requirements: The history log meets standard audit and compliance requirements, but ensure your organisation's specific requirements are met by reviewing the log periodically.
Related Actions
- Add Compliance Comments
- Enter Compliance Dates
- Delete a Compliance
- Duplicate a Compliance
- Add Compliance Files
- Add Compliance Label
- Add Compliance Members
- View & Upload Compliance Preview Image
- Change Compliance Status
Troubleshooting
Why can I not edit or delete a mistaken history entry?
Compliance history is immutable by design so audit trails stay trustworthy.
Steps to resolve:
- Perform the corrective action (for example, re-upload a document) so the log shows a follow-up entry.
- Document the remediation in your internal audit notes; the original entry will remain visible.
Search returns too many rows—how do I narrow results faster?
The search scans all logged fields, so very generic keywords match almost everything.
Steps to resolve:
- Combine a specific file name fragment with an Action filter such as Download or Upload.
- Add the user name if you know who performed the change.
Why is the log huge for an active compliance record?
Every upload, download, and delete is captured automatically, which can create noise during busy projects.
Steps to resolve:
- Use Search and Filter to isolate the timeframe or user you care about instead of scrolling the entire timeline.
- Focus reviews on Download History when monitoring sensitive document access.