How to use Field History Tracking

When a record is updated, knowing who made changes and what they changed is critical. With Field History Tracking, Enterprise Administrators can review any changes that have been made to a record.

Admins can review changes that are up to 18 months old, but Enterprise customers can request an extension to this limit from our sales team.

  • How it works

  • Reviewing changes made on an individual record

  • Field History and Field History Detail Report

How it works

Field History Tracking acts as an audit log, which registers and documents any user activity on a record’s fields.

Insightly admins can use this to supervise how users have interacted with records, as well as provide a chronological account of changes for informational or security purposes.

Field History Tracking can also give an understanding of what behavior is normal based on the documented user activities.

Any time a field is changed, admins can review these changes in an individual record’s Related tab or in the Field History and Field History Detail Reports.

Field History Tracking can be used with the following object types:

CRM - Tasks

CRM - Events

CRM - Contacts

CRM - Organizations

CRM - Leads

CRM - Opportunities

CRM - Projects

CRM - Phone Calls

CRM - Products

CRM - Price Books

CRM - Opportunity Products

CRM - Price Book Entries

CRM - Quotes

CRM - Quote Products

Marketing - Prospects

Marketing - Lists

Marketing - Journeys

Marketing - Emails

Marketing - Form Handlers

Marketing - Email Templates

Marketing - Redirect Links

Marketing - Files

Marketing - Landing Page Templates

Marketing - Landing Pages

Custom Objects

 

The changes to the following fields cannot be captured in the audit log:

  • Formula fields

  • Auto-number fields

  • Created by fields

  • Last modified by fields

  • Expected Revenue fields

  • Binary fields

  • Fields with values longer than 255 characters

If you delete a standard or custom object, the data will not be deleted. However, if your account is deleted, the data will be deleted.

Reviewing changes made on an individual record

Field History will not appear on records by default. Admins will need to add the field to their Page Layout’s related tab.

  1. Open a record and select the Related tab.

  2. Scroll down to Field History. Here you will be able to see who made changes, the date the changes were made, and how many values were changed.

  3. To see what was changed, click the field under the Changed Values column.

  4. Here, you will be able to review when a change was made, what the new value is, and what the previous value had been. If the value is longer than 255 characters long, it will not appear in the audit log. They will, however, be marked as edited.

Field History and Field History Detail Report

Administrators can also review changes in the Field History and Field History Detail Reports located in the Other Reports section in Advanced Reporting. The default filter for both reports is Last 7 Days.

Field History Report

The Field History Report tracks the number of changes that have been made to a record. Inline editing fields will create a new row for each field changed.

If the record itself is edited and multiple values are changed, they will be consolidated into one row. To see what was changed, click the hyperlinked field under the Changed Values column.

This report’s default fields are:

  • Changed Date - The date and time that the field was created, updated, or deleted.

  • Object Name - The object this field exists in.

  • Record ID - The specific record ID in which the field was changed.

  • User - The user that made the change to the field.

  • Operation - The type of change that was made: created, updated, or deleted.

  • Changed Values - The number of values that have been changed.

  • Application - Records whether the change was made from Insightly’s web application or mobile application.

Field History Detail Report

The Field History Detail Report can be used to review any time a field has been changed within a specific record. The report displays the field’s new and old values, with one row dedicated to each individual field that has been changed.

This report’s default fields are:

  • Changed Date - The date and time that the field was created, updated, or deleted.

  • Object Name - The object this field exists in.

  • Record ID - Links to the specific record in which the field was changed.

  • User - The user that made the change to the field.

  • Operation - The type of change that was made: created, updated, or deleted.

  • Application - Records whether the change was made from Insightly’s web application or mobile application.

  • Field Name - The name of the field that was changed.

  • New Value - What the field’s value has been changed to.

  • Old Value - What the field’s value was prior to the change made.

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