Admin → Activities → /activities
Every meaningful change on the platform is recorded in an append-only audit trail. Records are never edited or deleted from it — which is what makes it usable as evidence rather than as a convenience.
What is recorded
| Element | Meaning |
|---|---|
| Actor | Who made the change — a named user, or a job. |
| Entity type and ID | What was changed. |
| Action | What was done. |
| When | Timestamp. |
| Before / after | The values that changed. |
| Reason | Where the action requires one. |
Reasons are mandatory where it counts
Actions that materially change a position or override a computed result require a reason before they will save. On a collections case, for example, that includes putting a case on hold, skipping a staged action, and overriding a score. The reason is stored with the event, not in a note somebody may or may not write.
Where audit shows up
The central activity list is the cross-cutting view. Individual records also carry their own history:
| Record | Where its history appears |
|---|---|
| Invoice | Invoice detail — lifecycle audit columns and timeline. |
| Payment | Payment detail — allocations, refunds and audit. |
| Collection case | Case timeline — events, interactions, communications, promises. |
| Owner statement | Statement timeline — generation and delivery. |
| Legal matter | Matter record — hearings, costs, parties. |
| Approval request | Decision, decider and reason. |
| Schedule | Execution history with results and errors. |
Using the trail
Start from the record, not the log
A record's own timeline is narrower and usually answers the question immediately.
Use the central log for cross-record questions
"What did this user do yesterday?" or "what changed across the branch on the 14th?".
Compare before and after
The values, not just the fact of a change.
Check the actor type
A job-made change points at configuration; a user-made change points at process.
Typical investigations
| Question | Where to look |
|---|---|
| Why did this invoice's amount change? | Invoice timeline, then the credit or debit note behind it. |
| Who wrote off this debt? | Activity log filtered to the entity, plus the approval record. |
| Why did this case close? | Case timeline — close reason and actor. |
| Why is this tenant's balance different from yesterday? | Payment and allocation history on the lease, including any reversal. |
| Did anyone change this setting? | Activity log filtered to the settings entity. |
| Did this run actually happen? | Scheduled tasks execution history. |
What the audit trail is not
- Not a backup. It records changes; it does not restore prior states.
- Not a substitute for reconciliation. It tells you what happened, not whether the result is right.
- Not editable. If an entry is wrong, the correction is a new event, not an amendment.
Retention and access
The trail contains personal data and financial detail. Access is permission-controlled through the Activity Logs permission set, and retention follows your organisation's policy. See Roles and permissions.