Overview

The Version History feature enables users to view and restore previous versions of records across Forms, List Data, Document Libraries, and User and Contact Records. Users can access record histories as far back as June 12, 2021, and restore records within the last 90 days. This feature provides an audit trail of changes to ensure accuracy and traceability, as well as a convenient way to retrieve past data. 

Key Features

• View a comprehensive list of previous record versions.
• Open a read-only copy of any previous version with a single step.
• Restore any previous version to make it the active or current version.
• Track version history seamlessly for accurate record-keeping and compliance.
• Enhance transparency with detailed version timestamps and change logs.

Components 

• Versions - Tracks a new version of each form with every save, update, or workflow change since June 12, 2021. Forms created before this date may not have a complete version history.
• Time - Displays the timestamp of when the record was last saved, providing clear tracking of updates.
• Users - Logs the name of the user who made changes. For API requests, changes will appear as made by “System.”
• Sources - Identifies the origin of changes with options including Web/UI, Excel, API, Anonymous, Integration, SCIM Integration, SAML Integration, Online Training, SDS Library Update, and Emissions Factor Library Update.
• Change Summary - Lists fields that were updated, though it does not detail the specific data added or edited. For updates via Excel or API, or records added before May 25, 2024, the summary will display as “Unavailable.”
• Workflow Status - Displays the Workflow Status of the Form logged with every version saved in the history. 
• Actions - Provides action buttons to Preview and Restore previous versions:
  Preview: Allows users to view a selected record version in a read-only format. Display a banner at the top that tells you which version you are previewing, with the option to restore that version to be current.
  Restore: Enables users to revert to a previous version, making it the current version of the record. 
  NOTE: Restoration is available only for records within the last 90 days and is not supported for certain Forms, such as Onboarding, Vendor Request, and One-Off Acknowledgment.

Navigating to the Version History Page

PREREQUISITE: Users must have "System Administration – General > View and Restore Record Version History Role" enabled to access Version History Records. 

In order to navigate to the Version History page:

In order to Restore a Record:

1. Select the Preview button in the Actions column.
2. Select the Restore button.
   NOTE: A popup warning will appear, asking you to confirm your selection.
3. Select Yes to confirm.

Or 

1. Select the Restore button in the Actions column.
   NOTE: A popup warning will appear, asking you to confirm your selection. 
2. Select Yes to confirm.

NOTE: Restoration is available only for records within the last 90 days and is not supported for certain forms, such as Onboarding, Vendor Request, and One-off Acknowledgment.

Version History Examples

Form - Incident Event

Document - Job Safety Analysis

List Data – Material

Users & Contacts Record

Workflow History

PREREQUISITE: You must have access to the Form to view its Workflow History. 

Workflow History is a table of Workflow-related data points found on the Workflow Form View in the Workflow History section. Three different tabs provide a unique view of the Workflow History.

1. Workflow - Shows each time a user interacts with the form.
2. Version - Shows each time a record is updated from any source, including the Web/App, Excel Import, API, or other sources.
3. Combined - Shows a combination of the Workflow and Version view.

NOTE: Workflow History is tracked for every Form with a valid Workflow.

NOTE: All three history views are visible to any user with the form access

Users and Contacts and Security Groups History Tab

Allows users with access to Users and Contacts, such as Delegated Users and Contacts, to view the version history of a record. This read-only history provides a detailed log of updates and changes made to the record.

Things to Note

• Records that have been deleted/restored from Recycle Bin won’t be logged in the version history.
• If a Form that had Forms generated from it (Incident Event with generated CAPAs) is reverted, the generated Form (CAPA) will not be affected.
• Version History will not track any records prior to June 12, 2021.
• Records cannot be recovered or restored after 90 days.