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

Every record in Effivity maintains a complete history. Each time a record is created, edited, archived, or restored, the system saves a version of the record together with the workflow details of that change. The History view presents all of these details on a single scrollable page, with an embedded Audit Details panel for each version. Together, these provide a complete, tamper-evident audit trail that supports compliance with ISO and other management system standards.

This guide uses the Asset module as the reference example. The steps are generic and apply across other Effivity modules that support history tracking.

Log in to Effivity and open the relevant module from the left navigation menu. For this guide, click Asset in the navigation bar to open the Asset list screen, which displays all asset records.

Figure 1: Module list view showing all available records

Locate the record whose history is to be reviewed, and click the hamburger icon (≡) on the left side of that record’s row. A context menu opens with the following options:

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

Figure 2: Record action menu with the History option highlighted

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

Figure 3: History page showing the record version snapshot

The History page lists every saved version of the record, stacked vertically with the most recent change at the top and the original record creation at the bottom. Each version block contains two key components, described below.

Each version block shows the complete set of record fields — such as Description, Asset Type, Asset Id, Cost, Supplier, Date Purchased, Allocated To, Estimated Life, Remarks, and any attached files — exactly as they existed at the time of that change. All fields are rendered in read-only mode, enabling users to compare values across versions without any risk of accidental modification.

Below each form snapshot is a collapsible blue Audit Details bar. Click the bar to expand it and view the fields described below.

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: Expanded Audit Details section showing workflow and modification details

Scroll down the History page to move from the newest version toward the original creation. Each version block is self-contained, displaying the complete form state and its audit metadata as they existed at that moment. This enables reconstruction of the precise sequence of all changes made to the record since it was first created.

After reviewing the history, click the Back button at the bottom of the page to return to the Asset list.

The History view is purpose-built for audit readiness. During internal or external audits, it can be used in the following ways.

Open the History page for any record to show auditors a complete, uneditable log of every action performed — including who made the change, which workflow step was followed, and exactly when it occurred.

Compare field values across consecutive versions to verify that changes were appropriate and within approved limits. Because all values are shown in read-only mode, there is no risk of retrospective modification.

The Workflow Name and Step Name fields in each Audit Details section confirm that every change followed the defined workflow process (for example, that asset edits went through the “Asset Edit” workflow rather than being made directly). This is key evidence for process compliance audits.

Archive and restore actions include mandatory Comments fields, giving auditors the documented reason for each status change. This satisfies evidence requirements for corrective action, disposal, or reinstatement decisions.

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.

Because versions are ordered from newest to oldest, the History page can be read top-to-bottom to build a chronological narrative of a record's lifecycle — useful when an auditor asks for a full account of how an item was managed from creation through to its current state.

Tip: Effivity can also surface audit information directly on the Asset list screen. From the list view toolbar, click the menu icon (≡) in the top-right corner, select Settings, and enable the Show Audit Details checkbox. This adds audit columns — such as Created By and Last Modified — directly to the list grid, providing a quick audit summary across all records without opening each one individually.

Figure 5: Settings panel showing Show Audit Details enabled

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