History of a Document (beta)

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A History of actions performed by each user for each document is maintained in NetDocuments.

History allows you to track activities such as edits, access-list changes, profile changes, renaming, deletions, and copy.

The document History is divided into four columns: Date and time, Action, User, and Version.

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To view more details, select any row, and the information pane appears on the right. This is particularly useful with access changes and profile changes if you need more details about the action.

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In the upper-right corner, select Download to save the History locally to your PC or Print to print out the document History.

A summary of the actions recorded in a document's History:

  • Access modification
  • Approve
  • Check In
  • Copy (using Move/Copy)
  • Delete
  • Delete a version
  • Deliver a secure link
  • Designating an official version
  • Download
  • Edit (content)
  • Edit profile 
  • Email link

Note: When you send an Email Link notification, the History records who the notification was sent to. If you are using the Desktop Email (MAPI) Integration, a history entry records that you sent a notification via MAPI, but it does not record who it was sent to (you will generally have a copy of the email in your email Sent Items folder with that information).

  • Email copy
  • New version
  • Open
  • Move (using Move/Copy)
  • Print
  • Rename (includes the old name)
  • Sign
  • View (includes Review) 

On the left, the Filters pane allows you to filter History by:

  • People - view actions performed by selected users
  • Actions - view selected types of actions
  • Dates - view History for a selected time period. You can specify a date range using a drop-down calendar on the top of the Dates filter screen or choose the available options, such as today, yesterday, last 7 days, last 30 days, last 90 days, last 365 days, last 3 years, etc.
  • Versions - view History only of selected document versions

You can combine different filters as well as choose several items in one filtering category.

Select Apply to filter History.

To change the filtered list back to the full list, select Clear on the Filters pane.

 

When you make a copy of a document, entries are recorded both in the original document's history and in the new copy's history.

If you are an Internal User, you must have at least View (V) rights to see the History of a document.

If you are an External User, you must have at least Edit (E) and Share (S) rights to a document in order to view the item's History.

If you are a CollabSpace user, you must have Edit or Share rights to see the History of that Collabspace.

Individual documents contained in a CollabSpace also have their own History.

Individual versions do not have their own History: they are collected in the general document's History. A document's History indicates the version, to which action was applied.

Note: The events recorded in the History may differ depending on the combination of ndClick and/or ndOffice that you have installed. For example, ndOffice will not collect Opened unless you also use ndClick. In this case, ndOffice will only log Edited and Checked In. This is because the Open action is implied if you checked out and edited a document.

Repository Administrators may have access to additional logs of user activity by requesting a Consolidated Activity Log.

External Access to History

Cabinet administrators can give external users access to document history or the history of other items.

  1. Select your name in the upper-right corner > Admin > Cabinet name.
  2. Go to the External users, CollabSpaces & ShareSpaces section.
  3. Select the External members are allowed to access the history of objects in this cabinet check box.

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This setting is disabled by default so no external user will have access to the history of any object in a cabinet regardless of the user access rights.

After an administrator enables this setting, external users will get access to the history of any objects to which they have VES rights.