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View the Audit History of an Open File

This article will explain how to view audit history of a file open in viewer.

Updated this week

Accessing File History

  1. Select the project containing the required file.

  2. Navigate to the Files tab.

  3. Locate and open the file in the viewer.

  4. Select the More Options icon (top right).

  5. Hover over More Info then select History.

The History window displays all tracked activity for the file, including details on:

  • Distribution

  • Revision

  • Status

  • Access

  • Historic Markups

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

Tab

Description

Distribution

Displays the file's distribution history; who it was shared with and all related delivery details.

When the window is maximised, this view includes:

  • Revision and version number

  • Recipient name and organisation

  • Email notification status

  • Recipient objects and assigned tasks

  • Current task status, notes, and due dates

  • Task completion date (if applicable)

  • Transmittal number (TN): a system-generated reference created each time a file is distributed (for example, when sent for comment).

Revision

Lists all published revisions of the selected file, providing a clear vision record.

Details shown include:

  • File name

  • Revision and version numbers

  • Document title

  • Publisher name

  • Date and time of publication

  • Purpose of issue

Status

Tracks every status change for the file, allowing you to monitor its lifecycle and approval history.

Each record includes:

  • Previous and new statuses

  • User responsible for the change

  • Date and time of change

  • Reason for change (if provided)

Access

Shows detailed information about how and when the file was accessed.

Includes:

  • Access type and user name

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

  • Message ID and remarks (if any)

  • Proxy access indicator; if an action was performed under proxy, a proxy icon will appear, hover over it to view the user who granted that access.

Historic Markups

Displays legacy markups in PDF format for projects migrated from the discontinued Thin Client Viewer to the Universal Web Viewer.

Important details:

  • Historic markups can only be opened as PDF files and cannot be opened or edited in the Universal Web Viewer.

  • If a file includes a pending For Comment Coordination task with Thin Client Viewer markups, you'll have the option to open and consolidate those markups in the Thin Client Viewer.

  • The Consolidated Historic Markup record only contains public markups.

  • If historic markups are available, a notification banner will appear in the viewer with a quick link to access them.

Additional Options in File History Window

When the History window is open, users can access additional options from the top-right corner of the window. These options are further explained in the table below.

Icon

Title

Purpose

More Options

Opens a menu to Clear, delegate, deactivate, and reactivate tasks related to the selected file distribution. Click the links below to learn more:

Clear Tasks

Delegate Tasks

Deactivate Tasks

Reactivate Tasks

NOTE: For this button to be clickable, you must select at least one task from the list of tasks in the file's history.

Export

Exports the file history in Microsoft Excel (.xlsx) format.

Refresh

Refresh the content within the History window.

Maximize

Expands the window to full size.

Dock Content

Pins the History panel within the same page.

Undock Content

Undocks the docked panel and opens it as a separate floating window.

Close

Closes the History window.

More Options - Explained

The More Options button provides access to advanced task management actions within file history, including:

  • Clear Tasks

  • Delegate Tasks

  • Deactivate Tasks

  • Reactivate Tasks

Each function is described below.

Clear Tasks

Understanding the Privileges Required

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

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

  • 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 Tasks

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

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

  3. Click More Options.

  4. Choose Clear Tasks.

  5. Confirm by clicking Yes in the prompt.

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

Delegate Tasks

Understanding the 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 file History window (steps to access file 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 Tasks

Understanding the 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 Tasks

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

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

  3. Click More Options.

  4. Choose Deactivate Tasks.

  5. Confirm by clicking Yes in the prompt.

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

Reactivate Tasks

Understanding the 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 files 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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