Record history¶
The history of a record lists the changes made to it: who changed what, and when. It answers everyday questions such as "who raised this amount?" or "when was this contract unlinked?" without a visit to the audit log.
Where to find it¶
- History tab, the last tab of the record: budget lines (see Budget lines), contracts, companies, departments, suppliers, locations, connections, interfaces, applications, assets, technologies, incidents, projects, requests and tasks.
- History button in the header, which opens the history in a side panel: accounts, cost centers, working-day calendars, business processes, analytics dimensions and values, and contacts.
- History tab in the right panel of a knowledge document.
An incident also keeps its Journal tab. The journal tells what happened during the incident. The history lists the changes made to the record.
The activity feed of a project, a request or a task shows comments and decisions only. The changes made to the record are in its history. On a task, a comment written with a status change shows that change.
Who can see it¶
- Anyone who can open the record can read its history. No extra permission is needed.
- With data access limited to some companies or cost centers, a person sees the history of the records within their access only. See Data access.
- A restricted incident stays hidden from people who cannot see it, and so does the history of its tasks.
What an entry shows¶
The history lists one entry per change, the most recent at the top. Each entry shows:
- the date and time of the change;
- its author: a person, System for changes KANAP makes by itself, Import for changes loaded from a file, or Plaid for a person when the assistant made the change on their behalf;
- for the record itself, the event: Created, Updated or Deleted; for its parts, the title or the event of the part;
- each changed field, with its value before and after (
before → after).
A change of amount names the year, the column and the values before and after.
Long histories load in pages: click Load more at the bottom of the list to see older changes.
Changes to the parts of a record¶
The history also lists the changes made to the parts of a record. On a budget line, for example:
- amounts, by year and budget column;
- analytics dimensions;
- allocations;
- links and attachments;
- contacts;
- linked applications, technologies and assets;
- tasks.
On the other records, the history lists in the same way the links and parts they hold: budget lines, applications, assets, contracts, team members, contacts, dependencies, web links, embedded documents, attachments, tasks, deployments and criteria scores.
Records you cannot read¶
An entry can name another record, for example a contract linked to the line. If you cannot open that record, the entry names it by its kind only, for example "a contract". A record deleted since then shows as "a deleted contract".
On a contract, a project or a request, a person with limited data access sees the budget lines outside their access as a count, without their names: "and 2 lines outside your access".
Values the history does not show¶
- A change of the email, phone, mobile or notes of a contact reads as Email changed, Phone changed, Mobile changed or Notes changed. The value stays out of the history.
- For long content, the entry says only that it changed: Content changed for the body of a knowledge document, Working days changed for the days of a working-day calendar, Description changed, Purpose changed or Current situation changed for the long texts of the other records.
Ask the assistant¶
Plaid reads the history of a record with the same rights as its page. Ask, for example: "Who changed the amounts of BL-12?" or "What changed on TEC-3 this year?" Plaid answers from the History tab only: for a record without one, it says that KANAP keeps no history for it.
The full audit log¶
The history keeps to what a reader needs. The complete technical record of every change, across the whole workspace, stays in Admin > Audit log. See Audit log.