Viewing record history and audit trail in Effivity

Posted By Effivity Team

on Jun 19, 2026

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Viewing Record History and Audit Trail in Effivity

Use History to review the record snapshots and audit information made available by your module. This can help trace changes, users, timestamps, and workflow details. The available history depends on configuration and permissions; the screen alone does not establish that every event is captured or that the audit trail is tamper-evident.

This guide uses the Fluke 87V digital multimeter, asset ID QA-MET-2026-021, in the Asset module. The steps also apply where another process exposes History.

Use Quick Find in the sidebar to find Asset, then select the Asset module under IMS > QMS > Admin. Open the correct record list; Asset Type is a master list and Information Asset Register is another module.

Figure 1: Digital multimeter QA-MET-2026-021 in the Asset Default view.

Locate the required record and open its row action menu. Select History when available. Other actions depend on configuration and permissions; the example shows:

Edit
Archive
View (with submenu arrow)
History
Add to favorite

Figure 2: History in the row menu for the digital multimeter record.

Click History from the context menu. Effivity navigates to the Asset History page.

Figure 3: History snapshot for the digital multimeter, showing its saved Asset details.

History displays the saved versions available for the selected record. In this example, the Create Asset snapshot appears above subsequent Archive Form events. Read each version’s timestamps and Is Archive value to establish the sequence; do not assume the newest entry is first.

Each version shows the record fields made available in that snapshot, such as Description, Asset Type, Asset Id, Cost, Supplier, Date Purchased, Allocated To, Estimated Life, Remarks, and attachment references. Compare the displayed values across versions. History is a review screen; use the record’s permitted workflow actions for changes.

Select Audit Details beneath the relevant snapshot to inspect its workflow, step, user, and timestamp information. Compare it with the adjacent form fields.

Field	Description
Workflow Name	The workflow action that triggered this change (e.g., “Asset Edit”, “Asset Archive”, “Create Asset”).
Step Name	The specific workflow step performed (e.g., “Edit Asset”, “Archive Asset”, “Create Asset”).
Created by	The name of the user who initiated the record at this workflow stage.
Created On	The date and time the record entered this stage.
Last Modified By	The name of the user who last saved changes to this version.
Last Modification time	The exact date and time of the last save for this version.

Figure 4: Audit Details for the Create Asset version, including workflow, step, user, and timestamps.

Scroll through the saved versions for the chosen record. Compare form values, Comments, and Audit Details. In this example, an Archive Form version has Is Archive selected; a later restore version has it cleared. This distinguishes archiving from restoration.

Select Back at the bottom of the History page, or the back arrow beside the Asset title, to return to the Asset list.

History can support an audit review when assessed alongside the applicable procedure, approvals, and other evidence.

Use the available snapshots and audit metadata to identify who changed a record and when. Check for missing versions or metadata before drawing conclusions about the full record lifecycle.

Compare consecutive snapshots to assess whether the displayed changes match the supporting approvals and records. A read-only display does not by itself prove that underlying data cannot be changed.

Review Workflow Name and Step Name where populated, and compare them with the required process and approval evidence. Their presence alone does not confirm that every change followed the required workflow.

Review comments where captured for archive, restore, or other actions. Whether comments are mandatory depends on configuration. Assess whether they adequately explain the action under your organization’s procedure.

If an auditor raises a query regarding a specific field value, open the record’s History view, scroll to the relevant version, and identify the exact version, user, timestamp, and workflow step responsible for the change.

Use the timestamps and relevant snapshots to build the sequence. For QA-MET-2026-021, review the Create Asset event followed by the archive and restore events, together with their recorded Comments.

On the Asset list, open the three-dot page options menu and select Settings. Show Audit Details is checked in this example. If it is available in your module, review its effect on the list. Close Settings without changing it when only reviewing. An administrator can configure the relevant list/view artifact inside Admin > Process > existing process > Edit > Artifacts.

Figure 5: Current Asset Settings window with Show Audit Details selected.

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