History of Folders and Registers
Changes to index data are logged in the history of a folder or register. The administrator can individually configure for every type whether earlier versions of the index data can be restored.
Saving index data versions, i.e., the index history, can be enabled for the object type as a whole, or individually enabled or disabled for each object of the object type. Turn the index history for an object on or off in the Properties dialog.
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 history of a folder can be opened from the context menu or by pressing F11. 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. |
The 'Only changes' filter is preset which only shows changes to the object.
If you select an item, you can press Details to view more detailed information.
If older versions of index data have been saved for a folder type, you can use the View button to display the data sheet with the index data for each change entry before the change was made. The fields are read-only.
Press Restore to also open the data sheet containing the index data before the change was made. You can save the old index data, with or without having edited it first.
Restoring and editing earlier index data versions will also be logged in the history.
For subscriptions with a confirmation of notice, the confirmation of notice is also logged in the history.
You can define view filters for the history:
|
This button opens the Filter management window. |
Pre-configured view filters are listed.

- Click New.
A new view filter will be added.
- Enter a name for the view filter in the selected field.
- Click Edit.
The 'Compile history filter' window will now open.
- Select the actions which are to be displayed in the history in the Select action area.
- Confirm your entries by pressing OK.
The new filter will be shown in the Filter management window.
- Select the new filter in filter management if you want to set it up as the default filter.
- Confirm by pressing OK.
You can edit or delete the filters set up in the Filter management window. If you activate a filter in the filter management dialog, it will be automatically applied as the default filter every time a history window is opened. Another view filter can subsequently be set manually. If no default filter is enabled in the filter management window, manually configured filters in the history window will be reused the next time the window is opened.
The 'No filter' and 'Only changes' filters cannot be edited. The 'Only changes' filter remains automatically preset if you do not set a different filter yourself.
If you want to edit the name of the filter, click the name to select it and then re-click on the selected name. You can then edit the name.
The history filter settings are saved for each user and are valid for the history of all object types.