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Record Activity History

Track all of the changes made to a record

Peter Novosel avatar
Written by Peter Novosel
Updated over 3 weeks ago

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.
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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:

  1. Open the record in record display mode.

  2. Click the clock-shaped icon in the upper-right corner of the window.

  3. 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.

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