ℹ️ This report is only available to Admins and Viewers.
The Document History report shows you the historical changes and highlight the action made to a specific document. This report is really useful to refer back to previous changes made to the documents. When multiple people are working in the Room this is a great reference to ensure everyone has visibility on all the document changes.
⚠️Good to know: The Document History report will be generated in Excel format, and the date and time shown on the report are in Sydney time.
How to run the report
Go to the Left menu. Under View, select Reports.
Under Security, select Document History report.
Select the time Period (All activity, Yesterday, Today or specific Date Range) to download the report.
Select Download, the report will be downloaded to your default downloads folder.
What does each line mean
Each line of the Document history report represents an action made to a specific Document ID, please see the extensive list on the table below:
Column Title | Description |
Document ID | ID for each document within the data room. This can be found when you select "Copy Link" and also on the Export to Excel of manage documents report. |
Current Folder ID | ID of the folder the document is located in at the time the report was run. |
Current Folder | Name of the folder the document was located in at the time the report was run. |
Current Number | The number of the document at the time the report was run. |
Current Name | The name of the document at the time the report was run. |
Current Ext | The extension of the document (e.g. pdf, docx etc) at the time the report was run. |
Current Code | If a unique reference number has been added to the Document Index, it will appear here. This will be the code at the time the report was run. (Please note that this feature is not part of the default settings and can only be activated through a Room development request.) |
Current Size (Bytes) | The size of the document (in bytes) when the report was run. |
Current File ID | File ID is a unique number assigned to every document ever uploaded. This includes updated/replaced versions of documents. The current file ID is the file ID at the time the report was run. |
Current Status | The status of the document at the time the report was run (e.g. disabled, deleted or empty means enabled). |
Folder ID | This will change if the folder ID was changed on this action line. |
Folder | Name of the folder the document has been moved into on this action line. |
Number | The new number of the document when the change was made. |
Name | The new name of the document when the change was made. |
Ext | The new extension of the document (e.g. pdf, docx etc) when the change was made. |
Code | The new unique reference code entered in Document Index when the change was made. (Please note that this feature is not part of the default settings and can only be activated through a Room development request.) |
Size (Bytes) | The new size of document in bytes when the change was made. |
File ID | Unique to every version of every document ever uploaded. This will change if the file version was changed on this action line. |
Status | The status of the document when the change was made (e.g. disabled, deleted or empty means enabled). |
Team | If the change displayed on this line is in relation to a Team, the name of the Team will be displayed in this column. |
Sub Team | If the change displayed on this line is in relation to a Sub Team, the name of the Sub Team will be displayed in this column. |
SubTeam Deleted | If the Team or Sub team has been deleted it will be displayed in this column. |
Modified at (Sydney time) | Date & Time the change was made (displayed in Sydney time). |
Modified by User ID | The ID of the user who made the change. |
Modified by | The name of the user who made the change. |
Modified User_Team | The team of the user who made the change at the time the report was run. |
Modified User_User type | The user type of the user who made the change at the time the report was run. |
New Document | An 'X' will be displayed in this column if the document was created. |
Status Changed | An 'X' will be displayed this column if the status of the document was changed (e.g. disabled, deleted or enabled). |
Number Changed | An 'X' will be displayed in this column if the document number was changed. |
Name Changed | An 'X' will be displayed in this column if the name was changed. |
Code Changed | An 'X' will be displayed in this column if the special reference code was changed. |
File Changed | An 'X' will be displayed in this column if the version of the document was changed. |
Folder Changed | An 'X' will be displayed in this column if the folder the document lives in was changed. |
Prev Status | The status of the document prior to this change. |
Prev Number | The number of the document prior to this change. |
Prev Name | The name of the document prior to this change. |
Prev Code | The special code of the document prior to this change. |
Prev Ext | The extension of the document prior to this change. |
Prev Size (Bytes) | The previous size of the document in bytes. |
Prev File ID | The file ID of the previous version of the document. |
Prev Folder ID | The folder ID of the previous folder the document lived in. |
Prev Folder | The name of the folder where the document lived prior to this change. |
Allowed Access | An 'X' will be displayed in this column if the Team was allowed access to this document. |
Security Policy and watermark | An 'X' will be displayed in this column if a security control and/or a watermark was changed to the document within a Team. |
Security policy | The name of the security policy added will be displayed in this column. |
Watermark | The name of the watermark added will be displayed in this column. |
Allow Printing | An 'X' will be displayed in this column if the Team was allowed Printing rights to this document. |
Allow Editing | An 'X' will be displayed in this column if the Team was allowed Editing rights to this document. |
Allow Copying | An 'X' will be displayed in this column if the Team was allowed Copying rights to this document. |
Allow Saving | An 'X' will be displayed in this column if the Team was allowed Saving rights to this document. |
Tracking | An 'X' will be represented in this column if the security controls were On for the Team. |
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