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View Audit History of an Open Form

This article will explain how to view the audit history of an existing form.

Updated this week

Required Privileges

To view or manage form history, users must have one of the following permissions on the form:

Privilege

Description

View All Private Forms - Own Org

View private forms created within your organisation.

View All Private Forms - All Orgs

View private forms from all organisations in the project.

View All Draft Forms - Own Org

View draft forms created by users within your organisation.

View All Draft Forms - All Orgs

View draft forms from all organisations in the project.

How do I View the Audit History of a Form?

  1. Select the Project containing the required form.

  2. Navigate to the Project Forms tab.

  3. From the folder tree on the left, select the type of form you want to view.

  4. Locate and open the required form in the viewer.

  5. Click the More Options icon (top-right).

  6. Select History from the dropdown menu.

The History Window

The History window displays all tracked activity for the form, including:

Tracked Activity

Description

Distribution

Shows distribution history, including:

  • Message ID

  • Email notification status

  • Recipient details

  • Assigned tasks

  • Due dates

  • Completion dates

  • Current task status

Status

Tracks every status change for the form.

Each record includes:

  • Previous and new statuses.

  • User responsible for the change.

  • Date and time of change (hover to view the exact timestamp)

  • Reason for change (if provided)

TIP: Hover over the timestamp to see the exact time.

Distribution

Lists when and how the form was accessed, along with:

  • Access type

  • User name

  • Timestamp

  • Message ID

  • Remarks (if any)

​

NOTE: To view Audit History, you must have the Can Access Audit Information privilege.

Additional Options

When the History window is open, several actions are available in the top-right corner:

Icon

Title

Function

More Options

Opens a menu to clear, delegate, deactivate, or reactivate form tasks. You must select at least one task for this option to be active.

Export

Exports the form's history in Microsoft Excel (.xlsx) format.

Refresh

Refreshes the displayed history data.

Maximize

Expands the window to full size.

Dock Content

Pins the History panel within the same page.

Undock Content

Opens the panel as a floating view.

Close

Closes the History window.

TIP: You can also access a form's history details by right-clicking the form and selecting History.

More Options - Explained

The More Options menu provides tools to manage form tasks directly from the History window. These include:

  • Clear Tasks

  • Delegate Tasks

  • Deactivate Tasks

  • Reactivate Tasks

Each action is described below.

Clear Form Tasks

Understanding Privileges Required

Privilege

Description

Can Clear Tasks - Own

Clear your own tasks.

Can Clear Tasks - Organisation

Clear tasks for users in your organisation (excluding your own tasks).

Can Clear Tasks - Workspace

Clear tasks for any user in the project, regardless of organisation (excluding your own).

NOTE: Even if you have Organisation or Workspace clearance, you cannot clear your own tasks without the Can Clear Tasks - Own privilege.

Steps for Clearing Form Tasks

  1. Open the form History window (steps to access form history window).

  2. Select the form task(s) to be cleared.

  3. Click More Options (top-right).

  4. Choose Clear Tasks.

    1. A success message will appear in the bottom-right corner once the action is completed.

Delegate Form Tasks

Understanding Privileges Required

  • Can Delegate Tasks - Own: Delegate your own tasks only.

  • Can Delegate Tasks - Organisation: Delegate tasks for users within your organisation (excluding your own).

  • Can Delegate Tasks - Workspace: Delegate tasks for any user in the project, regardless of organisation (excluding your own).

NOTE: To delegate your own tasks, you must have the Can Delegate Tasks - Own privilege, even if you have organisation or workspace-level delegation permissions.

Steps for Delegating Tasks

  1. Open the form History window (steps to access form history window).

  2. Select the required task(s) to delegate.

  3. Click More Options .

  4. Choose Delegate Tasks.

  5. In the To field, type and select the user that the task will be delegated to.

  6. Choose a date option:

    • Existing Due Date: Retain the original due date.

    • User Definition: Manually set a new date.

    • Re-calculate days by actual distribution: Automatically recalculate the due days from the time of delegation.

  7. Click Delegate Task to confirm.

  8. A success message will appear in the bottom-right corner once the action is completed.

Deactivate Form Tasks

Understanding Privileges Required

  • Can Deactivate Tasks - Own Org: Deactivate tasks for users within your organisation.

  • Can Deactivate Tasks - All Orgs: Deactivate tasks for users across all organisations in the project.

Steps for Deactivating Form Tasks

  1. Open the form History window (steps to access form history window).

  2. Select the required task(s) you want to do deactivate.

  3. Click More Options

  4. Choose Deactivate Tasks.

  5. A success message will appear in the bottom-right corner once the action is completed.

Reactivate Form Tasks

Understanding Privileges Required

  • Can Reactivate Document Tasks - Own Org: Reactivate tasks for users within your organisation.

  • Can Reactivate Document Tasks - All Orgs: Reactivate tasks for users across all organisations in the project.

Steps for Reactivating Tasks

  1. Follow these steps to open the History window.

  2. Select the tasks to reactivate.

    • Inactive forms can be identified via the Inactive status under the Status column.

  3. Click More Options .

  4. Choose Reactivate Tasks.

  5. A success message will appear in the bottom-right corner once the action is completed.

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