Recent History

 
User Permission Needed: Account Administrator

Overview

With Recent History, Account Administrators can review the last 120 days of activity in Kantata OX. Recent History provides detailed information about what changed, when it changed, and who changed it. You can see changes to project settings, task updates, updated or deleted scheduled hours, and much more. You can use Recent History to monitor activity within your account and across multiple projects to ensure that your users are following the proper processes.

The Recent History page displays the following information for each event:

• Details—Select the Details (“   ”) icon to see the Associated Data for the event—such as the associated user name, task name, and/or project name—and a Comparison of the record before and after the event. The things that changed are highlighted in blue.
  

  Note: If an item in the Associated Data section has since been deleted, you'll see Deleted instead of the name. The name of a deleted task will still be available if the task is in a project that hasn't been deleted.
• Record Type—The type of record (e.g. Project, Task, Expense, etc.).
• Summary—A summary of the event.
• Record ID—The ID of the record.
• Project Title—The name of the project the record is associated with, if any.
• Project ID—The ID of the project the record is associated with, if any.
• Event—The action type (e.g. created, updated, deleted, etc.).
• Date—The date and time when the event occurred.
• Performer ID—The ID of the user who made the change.
• Performed By—The full name of the user who made the change.
• Affected User ID—The ID of the user who was affected by the event, if applicable.
• Affected User—The full name of the user who was affected by the event, if applicable.
   

You can scroll through the pages of events using the options at the bottom. New activity that occur while you are in Recent History will not appear until you refresh the page, apply filters, or change the number of events that display per page.

For a list of the records, events, and properties that you can view in Recent History and Project History, see the Subscribed Events Reference article.

Filter Recent History

You can filter Recent History to see only the information you’re interested in. To open the Filters modal, click the Filters button above the table. For more information about the Filters modal, see the Filters Overview article.

The following filtering options appear in the Fields section:

• Record Types—View events for specific record types, such as tasks, scheduled hours, etc. 

• Date—View events within a specific date range.

  Note: The date filter is limited to the past 10 days. However, if Extended History is enabled for your account, the oldest date you can select in the date filter is the date Extended History was enabled.

• Performed By—View events for specific users.

  Note: Users that don't belong to your account (e.g. non-Network external project participants) will not appear as options for this filter.

• Record ID—View events for specific records (e.g. a specific account role or group).

  NOTE

  Only events with a Record Type that matches the record type of the ID you provide will be returned, but some objects have relevant events with different Record Types. Filtering by Record ID may not return all the events of interest related to that specific record.

  For example, filtering by a time entry ID will return only events where the Record Type is Time Entry. “Time entry added to timesheet” events have a Record Type of Timesheet and will not be included after filtering.

  For projects, it is recommended to use the Projects filter instead, to return events related to that project.

• Projects—View events for specific projects. 

  Note: The projects filter does not list all of the projects on the account; it lists only the projects that had events in the past 120 days.

Configure Columns

You can determine which columns to display in the table and in what order.

1. Select the Configure Columns (“   ”) icon that appears to the upper right of the table.
2. In the modal that appears, check or uncheck columns to control which ones appear in the table.
3. Drag and drop columns to change the order in which they are displayed.
4. Select Save to update the view.

The view will reset if you leave the page or log out.

Export Recent History

1. Select the Export option to the upper right of the table.
2. Select an export option:
   • Standard—Each event is represented by a single row. Information about individual fields are in the Payload Changes, Previous Payload, and Current Payload columns, which contain JSON.
   • Split Field Detail—Each event is represented by multiple rows, where each field of the record has its own row. The rows representing fields within an event can be associated to one another via the Event ID column. This option is useful if you require field-by-field information for each event to be easily available in the spreadsheet for further processing.
3. Select a file option:
   • CSV
   • Excel

An email containing a link to download the export will be emailed to you. Any filters you've applied to the table will also be applied to the export.

The following columns are in the export:

• Project—The name of the project the record is associated with, if any.
• Project ID—The ID of the project the record is associated with, if any.
• Record Type—The type of the record.
• Record ID—The ID of the record.
• Performed By—The name of the user who made the change.
• User Email—The email address of the user who made the change.
• Performer ID—The ID of the user who made the change.
• Date—The date and time when the event occurred.
• Timezone—The timezone of the Date.
• Event—The action type (e.g. created, updated, deleted, etc.).
• Summary—A summary of the event.
• Payload Changes—A JSON representation of the changes in this event. Each field is a top-level key and contains nested to and from attributes within it.
• Previous Payload—A JSON representation of the state of the record before the event.
• Current Payload—A JSON representation of the state of the record after the event.

When you select Split Field Detail, the following additional columns are available in the export:

• Event ID—The event ID.
• Field Label— The label of the field (e.g. Start Date).
• Field—The name of the field (e.g. start_date).
• Value Before Event— The value of the field before the event.
• Value After Event— The value of the field after the event.
• Value Changed— Whether this field was changed. If the field was not changed, this column is empty.

Saved Views

With Saved Views, you can create your own custom views based on frequently-used filters. This allows you to quickly access your frequently used views without having to manually reapply the same filters each time you visit Recent History. You can save up to 200 views.

Views created in Recent History are unique from those created in Project History. Saved views are also member-specific and cannot be shared with other members; each user must create their own views. If you log out or leave and return to Recent History, the view that is your default will be loaded.

For more information on using views, please see the Saved Views Overview article.