Aptli

Audit History

Aptli keeps a chronological record of work and inventory activity so you can answer "what happened to this project last month?" or hand a regulator a dated report of every change in a quarter.

Where to find it

On any record's detail page. Every project, site, and resource detail page has an inline audit section at the bottom and a Full audit history button in the header that opens the same feed on its own page for easier scrolling and filtering.

From the admin sidebar. Admins with the View audit history permission also see an Audit history item under the admin section. This opens the standalone /audit page where you can:

  • See activity across the whole deployment for a chosen date range.
  • Narrow to a single project, site, or resource using the picker.
  • Export the timeline as CSV.

Field users do not see the sidebar entry. They still get the inline audit timeline on any record they can view, which is enough for day-to-day operational context.

What the timeline shows

Audit events are thin "who changed which record, when" records. Only create, update, and delete operations on four entity types are logged: work orders, reports, transactions, and validations. Nothing else is recorded — there are no deltas or before/after snapshots.

Each row is one event with:

  • Event type — a colored badge and icon (work order, report, transaction, or validation).
  • Operation — create, update, or delete.
  • Entity name — the record the event happened on, frozen at write time. Deleted records show in red with a trash icon so it's obvious they're gone.
  • Actor — the user who did it, when known (also frozen at write time).
  • Timestamp — when the event occurred.

Event types at a glance

  • Work Order — a work order was created, updated, or closed.
  • Report — a field report was submitted, revised, or reviewed.
  • Transaction — inventory was received, consumed, or transferred between sites.
  • Validation — a report was reviewed and either validated or rejected.

Click the info icon in the timeline header (the "i" next to the filter controls) to open a quick-reference panel with the same descriptions plus tips on the empty-state.

Using the filters

  • Date range — choose a window. On record-scoped timelines (from a project, site, or resource detail page), the default is the last 90 days and the window can go back up to 180 days.
  • Event types — tick or un-tick the four types to narrow the feed.
  • Refresh — re-runs the current filter.

On the deployment-wide view, you must choose both a start and end date and click Load — the system doesn't auto-load, so you can set both bounds before firing the query. The deployment-wide (global) window is capped at 31 days to keep queries responsive; pick a date range that size or smaller. For record-scoped views the cap is larger (up to 180 days). For longer global windows, export in 31-day chunks.

Exporting

The Compliance Export panel is currently non-functional. Its endpoint (/api/audit-history/export) returns a 501 "being redesigned" response, so the JSON/compliance download does not work right now. Use the timeline CSV export instead (below).

The working export is the timeline CSV (/api/audit-history/get-csv), available to users with the Export audit history permission. Choose a date range and download a CSV you can open in any spreadsheet tool.

  • Global (deployment-wide) CSV — capped at 10,000 rows over a 31-day maximum window.
  • Record-scoped CSV (from a project, site, or resource) — capped at 50,000 rows over a 180-day maximum window.

The CSV columns are: timestamp, operation, entity, record id, record name, actor name, and version id. It covers only the four logged event types (work orders, reports, transactions, validations); it does not include user creation, role changes, or setting updates.

Permissions

Two separate permissions control access:

  • View audit history (auditView) — see the standalone /audit page and the deployment-wide feed.
  • Export audit history (auditExport) — download the timeline CSV.

Grant both to internal compliance reviewers. Grant only the first to managers who need read access but not export capability. Users without either still get the inline timeline on individual record pages; there's no way to entirely hide audit trails from users who have access to a record, because activity transparency is the point.

Note: if you just granted someone the View audit history permission and they still can't see the sidebar entry, have them log out and log back in. Permission changes apply on the next login.

Retention

On hosted deployments, audit entries are retained indefinitely unless you specifically request otherwise.

Self-hosted deployments can configure automatic expiry via a retention setting — check with your system administrator. By default, entries are kept for as long as the database has room.

Troubleshooting

The timeline is empty. No activity has happened on this record in the chosen date range. Widen the range or confirm that the record has been involved in a work order, report, transaction, or validation.

A record I expect to see is missing. Confirm the date range covers when the event occurred. For site- and resource-scoped views, the default is 30 days — widen it if you're looking for older activity.

I see "deleted" records — is that normal? Yes. The audit history keeps events for records even after they've been deleted, so you can see the complete history of a record's lifecycle. Deleted records are flagged with a red trash icon.

The compliance export button is missing. You need the Export audit history permission. Ask your admin.

The export says "truncated at 10,000 rows". Your date range included too many events. Narrow the range and export in chunks, or ask your admin to increase the row cap if you have a specific compliance requirement.