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See what happened to a record

How-to4 minFoundation

Before you start

When a request goes through approvals, the record remembers each step: who it went to, when they opened it, and what they decided. Open the record’s history to see that trail. It helps answer “where did this get stuck?” without asking around.

Record history is the trail of approval and task steps. The Details tab shows who created the record and when.

Open the Record history

Section titled “Open the Record history”

On the record page, look under the header. When at least one step has finished, a Record history strip shows there. It has one card for each step, with its decision and date, for example “Approved · Dec 24 2019, 22:00” on a card called Vacation Request.

  1. Open the record.
  2. In the Record history strip, read the summary. Click a card to see its step.
  3. Click View full history to open the whole trail in a panel.

The strip appears once a step has finished.

A leave request with the Record history panel open on the right, showing one approved step with who requested it, when it was opened and closed, its priority and an Open task button.
    The heading counts the steps in the trail.
    Each step shows its result, the date and how long it took.
    Who requested it, who it was assigned to, when it opened and closed, and its priority.
    Open task takes you to the task itself.
    Manage tasks opens the claim and reassign options.

What does the summary tell me?

Section titled “What does the summary tell me?”

The strip sums up the trail in short lines. You may see:

LineMeaning
Approved at every stepEveryone who had to decide approved
Rejected at the step nameSomeone rejected the request at that step
Waiting on the step nameThe request is with someone now
2 of 3 approvedHow many steps passed so far
Took 1 minHow long a step took
Slowest: step and timeThe step that took the longest
Send-backs, RejectionsHow many times a step was sent back or rejected

What is in each step?

Section titled “What is in each step?”

Open a step to see:

  • Requested by, and who it was Assigned To
  • Opened, the time the task reached the person
  • Closed, the time they decided, with the decision
  • Priority, for example HIGH
  • Task, the task’s number

Open task takes you to the task. It works for tasks that are yours or free to claim.

Find one step among many

Section titled “Find one step among many”

In the full panel, filter the steps with All, Mine (steps assigned to you) and Send-backs & rejections. If nothing matches, the panel says “Nothing here”.

What if the request needs someone else?

Section titled “What if the request needs someone else?”

Click Manage tasks to open the task list for this record. From there, people with the right to do so can claim a task or hand it to someone else. Claim, release or reassign a task explains how.

Check yourself

When does the Record history strip appear on a record?
Show the answer

After at least one approval step has finished. The strip appears once the record has at least one finished task.

Youssef wants to know who approved a contract and when. Where does he look?
Show the answer

In the Record history strip and its full history. Record history shows the approval and task steps a record went through, with who and when.

What's next

Add notes and attach filesLeave a comment on a record, attach files and folders to it, and download, preview or delete them.Add and open related recordsSee the records linked to the one you are reading, such as a contract's invoices, add a new one in context, and preview or compare them.

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