History of a Document

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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.

When you make a copy of a document, entries are recorded in the original document's history and in the new copy's history that refer to each other.

If you are an Internal User you are required to 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 user in a ShareSpace, you must have Edit or Share rights to see the History of that ShareSpace.

Individual documents contained in a ShareSpace do not have their own History: the History is collected at the ShareSpace level.

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

When you send an Email Link notification via the NetDocuments, it records who the notification was sent to. If you are using the Desktop Email (MAPI) Integration, a history entry is recorded 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).

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

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

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

External Access to History

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

  1. Select your name in the upper-right corner > Admin > Cabinet name.
  2. Go to the Cabinet Security 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’s 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.

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