History of Documents
Changes to index data are logged in the history of documents, just like they are in the editing history of folders or register. The administrator can individually configure for every document type whether earlier versions of the index data can be restored (see 'History of Folders and Registers').
Certain actions are also logged, such as the signing of documents, the checking out and editing of documents, and the confirmation of subscriptions.
The history of a document is opened by pressing F11 or via the context menu.
To open the history, you will need the 'Write index data' access right for the object type and the 'Open history' system role.
You may also require additional roles and rights within the history.
The following events are saved in the history:

Action | Description |
---|---|
Removed from a location | This object has been removed from a filing location. |
Created from copy | This object was created as a copy of another object. |
User information | Additional information entered by the user. |
Owner of object changed | Ownership of the object was transferred to another user. |
Document archived | The document was archived in a legally compliant manner. The document can no longer be changed. |
Document moved from filing tray | The document location was previously the filing tray; now it is a folder or register. |
Document dearchived | The document was dearchived. |
Document created | The object was created using functions of the client or via an import operation. |
Document deleted | The document was deleted. |
Document moved | The document location was changed. |
Document status changed | The document’s status was set to 'Not approved for archiving'. |
Document status changed | The document’s status was set to 'Approved for archiving'. |
Document type modified | The document type was modified. |
Electronic signature | The document has been electronically signed. Use the view option to verify the electronic signature. |
Electronic signature | Another signature was added to an electronically signed document. |
Document share created | This document has been shared for editing or viewing by other users. |
Document share modified | This document share was modified. |
Document share deleted | This document share was deleted. |
Index data changed | The object’s index data or its status has been modified using functions available in the client or by carrying out an update via import. |
Output content | The document content was read by the user, printed, or otherwise output. No changes were made. |
Content changed | The document content was edited using functions available in the client or by carrying out an update as part of the import operation. |
Notice confirmed | The user has acknowledged the document’s content. |
Notice confirmed by password | The user has acknowledged the document’s content. The confirmation of notice of the object content was confirmed by the user by entering his or her password. |
New location added | A new location was added to this document. |
Object created | The specified object was created using functions available in the client or via an import operation. |
Object irrevocably deleted | The object was deleted and cannot be restored. |
Object restored | The object has been restored from the recycle bin. |
Object marked for deletion | The object was moved to the recycle bin. |
Object information | Log entry from the business model. |
Folder merged | Objects in the folder were merged from another folder. |
Folder merged | Objects in the folder were moved to another folder. |
Register moved | The register location was changed. |
Register merged | Objects in the register were merged from another register. |
Register merged | Objects in the register were moved to another register. |
Retention time set | The retention time was set during archiving or while extending the retention time. |
Signed document deleted | The signed document was deleted. |
SQL query | Data was requested via SQL. |
SQL command | Data was modified via SQL. |
Status 'active variant' changed | The 'active variant' status has been changed in the variant administration. |
Type assigned to object without type | An object type was assigned to an object without a type. |
Variant activated | The document was defined as the active variant. |
Variant created | A variant of the document was created. |
Variant deactivated | The 'active variant' status was deactivated. |
Variant deleted | A variant of the document was deleted. |
Link removed | An existing link to another object has been removed. |
Link created | The document was linked via notes to another object. |
Version created | A version of the document was created. |
Version deleted | A version of the document was deleted. |
Full-text query | The database was searched using a full-text search. |
Preview annotation created | A preview annotation was created for this document. |
Preview annotation changed | A preview annotation was changed. |
Preview annotation deleted | A preview annotation was deleted. |
Additional variant added | Another variant has been created in the variant administration. |
Restored from version | The document was restored from a previous version of the document. |
In addition to the index data versions of a document, the administrator can also save document versions. Old versions of documents can then be viewed and restored.
If you select an entry in the history with the Content changed action, you can open a read-only version of the document with the View button, which shows the document before it was edited.
Press Restore to restore the document to an earlier version before changes were made to it. This document version will not be opened.
No versions of annotations on layers are managed. Documents with annotations on layers will always be opened with the annotations of the active version. Document versions of archived documents cannot be restored. Typeless documents are not versioned.
Restoring and editing old index data versions, along with restoring and editing old document versions, are also logged in the history.
If you select an entry in the history with the Electronic signature action, the View button lets you open the signed document version and verify the digital signature (see 'Signing Documents Electronically').
You can define view filters for the history (see 'History of Folders and Registers').
Free-Text Annotation for the History
All actions which are performed on a document are logged in the history.
When checking in a document file, you can enter a free-text annotation that is saved in the history and which can be viewed there.
The action entry for an annotation is called User info; the content can be found in the Info column.
When saving, the free-text input can be activated for a document type under Options. The window can be opened by selecting Options from the context menu of the document type in the object search.
If you select the Free text input when saving the document option, a text editor window will open when checking in a document file of this type.
You can enter any text up to a maximum of 248 characters in length. Formatting is not possible.
Click Next to paste the text in the history. If you do not enter a text, no entry for the action will be generated for the history.
When document files are automatically saved and multiple document files are checked in, the free text dialog will not be shown.