Component History
The History section serves as a comprehensive audit trail for all file-related interactions within a component record. It meticulously logs who did what, when, and to which file, ensuring complete transparency and accountability. Pair it with component field changes—pricing, supplier, composition, or inventory-related updates logged elsewhere—to understand both document and data movement for the material. It is especially useful when auditors ask who retrieved a restricted certificate during a quality investigation.
This section is crucial for version tracking, auditing user activity, and ensuring workflow compliance. It guarantees that every file-based action—from uploads and downloads to modifications—is captured and readily accessible.
History Table Structure
The table displays all file-related actions recorded for the component record.
| Field | Description |
|---|---|
| Date | The exact timestamp of the recorded action. |
| Changed By | The name of the user who performed the action. |
| Action | The type of interaction (e.g., Create, Delete, Update). |
| Items | The name of the file or folder that was affected. |
| Value From | The origin or previous value of the item, such as the document type or workflow stage before the change. |
| Value To | The destination or new value after the change, such as the updated document type or workflow stage. |
Core Features
These features help you search, filter, and utilise the history log for auditing and compliance purposes.
| Feature | Description |
|---|---|
| Search and Filter | Narrow down results using keywords, dates, or users to quickly find specific entries. |
| Download Tracking | Monitor which users have accessed or downloaded sensitive component files. |
| Audit-Ready Log | Maintain a secure, time-stamped log for compliance reviews and full traceability. |
Important Notes When Using History
Retention Period: History logs are retained for a maximum of 180 days. Export important records before they expire if you need them for long-term archives or compliance reporting.
Failed Actions: Use the history log to identify and investigate any failed actions, such as an upload that didn't complete. This can help you troubleshoot system issues or user errors and ensure that all necessary files are correctly associated with the component.
User Activity Patterns: If you notice repeated errors or unusual activity from a specific user, it may indicate a need for additional training. Use the history log as a tool to identify these patterns and provide targeted support to your team members.
Best Practices
Export for Offline Analysis: For in-depth investigations or compliance reporting, export the history log. This allows you to perform more detailed analysis in external tools like Excel and maintain a permanent record for your archives.
Regular Audits: Periodically review the history log to ensure workflow compliance and identify any anomalies in file-related activity.
Correlate with Training: Use the history log to identify knowledge gaps or training needs across your team based on user activity patterns.