Track how your SmartDoc has evolved over time with detailed activity history.
Plan Availability | All plan types (Activity history retention varies by plan) |
Permissions | General Access: View activity history of SmartDoc fields. |
Related Reading |
Overview
SmartDocs are dynamic by nature, evolving as content is added, edited, or updated. SmartSuite’s Activity History feature tracks every change made to your SmartDoc, capturing:
Date and time of the change
The member who made the change
Before and after states of the content
This ensures complete transparency and collaboration as your SmartDoc progresses.
How Far Back Does SmartDoc History Go?
The retention period for activity history depends on your SmartSuite subscription plan:
Plan | Activity History Retention |
Free Forever Plan | 14 days |
Team Plan | 6 months |
Professional Plan | 18 months |
Enterprise Plan | 3 years |
Displaying SmartDoc Activity History
Follow these steps to view the activity history of a specific SmartDoc field:
Open the Record:
Navigate to the record containing the SmartDoc field and open it in Record Display Mode.
Access Activity History:
Click the clock icon in the top-right corner of the view (hovering over it will display "View Activity History").
Expand the Activity History Panel:
The panel will display all updates. Expand items labeled with the SmartDoc field name to see detailed changes.
Elements of SmartDoc Activity History
Each history entry provides comprehensive details, including:
SmartDoc Field Name: The name of the field that was updated.
Change Timeframe: Categorized dynamically to collapse older updates while keeping recent changes visible.
Who Updated: The member who made the update.
When Updated: The exact date and time of the update (adjusted to the viewer’s time zone).
Details of Update: Click the down arrow to expand and view detailed content changes.
SmartDoc Activity History Details
Activity history provides granular insights into:
Content Added or Modified: Highlighted in green.
Content Deleted: Highlighted in red.
This visual differentiation makes it easy to understand exactly how the SmartDoc has changed.
Practical Use Cases and Scenarios
1. Tracking Document Revisions
Scenario: A project manager wants to see how a requirements document has evolved.
Solution: Use the activity history panel to review changes, including who made updates and when.
Outcome: Full transparency into the document’s progression, fostering collaboration.
2. Monitoring Team Contributions
Scenario: A team lead wants to track individual contributions to a shared SmartDoc.
Solution: View the activity history to identify team members’ updates and contributions.
Outcome: Improved accountability and recognition of team efforts.
3. Auditing Past Changes
Scenario: An auditor needs to verify how and when specific fields in a SmartDoc were altered.
Solution: Use the activity history to see previous and current values, along with timestamps.
Outcome: Simplified auditing with clear records of all changes.