Plan Availability | All plan types with varying limitations |
Permissions | General Access |
Related Reading |
Overview
With SmartSuite's Record Activity History feature, you can:
View every change made to a record, including when and by whom.
Identify collaborators and track the activity within a record.
Understand what changes have been made at a glance.
Uses for Record Activity History
This powerful feature can help you:
Identify which collaborator made specific changes.
Check how current the record's data is based on its modification dates.
Discover when a record was originally created and by whom.
Audit changes to sensitive documents.
Record Activity History Retention Period
The retention period for activity history depends on your subscription plan:
Plan | Retention Period |
Free | 14 days |
Team | 1 year |
Professional | 2 years |
Enterprise | 3 years |
Working With Record Activity History
How Activity History is Tracked
All changes made by an individual user within a 3-minute period are consolidated as a single change. This ensures that the history log remains clean and easy to navigate.
Automations in Activity History
Automations are listed by name in the activity history.
Look for the lightning bolt icon and the name of the automation to track automated changes.
Communication in Activity History
Comments and emails sent via the communication center are captured in the activity history.
You can track both the sending of emails and the record's state at the time of sending.
View Record Activity History
Follow these steps to view a record's activity history:
Open the record in record display mode.
Click the clock-shaped icon in the upper-right corner of the window.
The Record Activity History panel will slide open.
Once open, you can:
See when the record was created and last updated.
Search for changes made by specific users.
View detailed information about each change.
Enable Record Activity History
Record activity history is automatically enabled for all tables. No manual activation is required.
Note: The retention period varies based on your subscription plan.
Practical Scenarios and Use Cases
Departmental Collaboration
Scenario: The Marketing team needs to monitor changes in campaign records to ensure all updates are tracked.
Solution: Use activity history to review edits and updates, ensuring accountability and collaboration transparency.
Audit and Compliance
Scenario: An organization requires an audit trail for sensitive financial records.
Solution: Rely on activity history to track all changes and maintain compliance with audit standards.
Workflow Optimization
Scenario: A team uses automations to streamline their processes but needs to ensure these automations are running correctly.
Solution: Monitor automation logs within the activity history to confirm that workflows function as intended.