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Activity Logs provide a tamper-evident audit trail of all significant actions within a Docupath tenant - spanning document lifecycle events, configuration changes, and user administration actions. The module serves as the single source of truth for answering "who did what, where, and when" across the platform.
Activity Logs supports keyword search, a Filters panel for narrowing by organization and date, an Organization column showing the scope each action affected, and expandable detail views that reveal before/after values for configuration changes. What any given user sees is scoped to the organizations they have access to and the modules they can already work in, so the log is both org scoped and access scoped. Activity Logs are essential for compliance reporting, troubleshooting, and maintaining operational accountability.
How It Works
What Is Captured
Activity Logs track actions that change system state or have compliance relevance, organized into three categories:
Document Lifecycle Events
Document uploads, approvals, rejections, and reprocessing
Trading party assignments and changes
Document status transitions
Configuration and Security Changes
System Settings updates (branding, retention, duplicate handling)
API credential creation, rotation, and deletion
Instruction Build, Transformation Rule, and Rejection Rule changes, including enabling and disabling an individual instruction or rule
Customize Captured Fields configuration changes
User Administration
User creation, role assignments, and profile edits
Invitation status changes
Organization-level user mapping changes
Interface Overview
Activity Logs are opened from the main menu, under Activity logs, and provide:
Feature | Description |
Search Bar | Sits above the table. Looks up events by user, keyword, or action type |
Filters | A panel holding both Organizations and Date, opened from the Filters button to the right of the search bar |
Expand Control (▾) | Reveals structured details including before/after values for changes |
The log table displays four columns:
Column | Description |
Date and time | Timestamp of the action |
User | The user who performed the action |
Activity | Description of what was done |
Organization | The scope the action affected - a named organization, or All organizations for a tenant-wide change |
Search and Filters are independent controls and can be used separately or together. Search finds specific entries by keyword; Filters narrows the table by organization and by date.
Log entries are copy-friendly, making them suitable for inclusion in support tickets, audit notes, or compliance reports.
The Filters Panel
Date selection no longer sits on its own above the table. Both Organizations and Date now live together in a Filters panel, opened from the Filters button to the right of the search bar. This is the same filtering pattern used by the document pending list view, so the interaction is consistent across the platform.
Organizations expands into a searchable, multi-select list of the organizations you have access to. Sub-organizations are nested under their parent organization, so you can select a parent, individual children, or any combination. The list also offers:
Search - a box within the Organizations section, separate from the search bar above the table, for narrowing a long organization list
Select All - select every organization in the list at once
Unassigned - tenant-wide entries, the ones shown as All organizations in the Organization column
Date expands into a Start & end date box. Clicking it opens the Select start and end date dialog, which shows two side-by-side calendars, each with its own month and year dropdown. Choose the start date on the left calendar and the end date on the right, then click Save to return to the panel with the range set. Cancel closes the dialog without setting a range.
The panel itself has three controls:
Control | What it does |
Apply | Commits the selected filters to the table |
Cancel | Closes the panel without changing the active filters |
Clear all | Removes every active filter and resets the view |
Filters are combined, so selecting both organizations and a date range returns only entries matching both.
Log Visibility and Scope
Access to Activity Logs is a permission first and a scope second.
Of the roles a tenant ships with, only Admin and Manager can open Activity Logs. To give anyone else access, an Admin creates a custom role and explicitly enables read permission on Activity Logs.
Once a role can open the module, what it shows is filtered per viewer along two dimensions at once: the organization an action affected, and whether the viewer has access to the thing that changed. The governing principle is "if I can do it, I can see it".
Role | What they see |
Admin | Everything in the tenant, across every organization |
Manager | Entries for the organizations they manage |
Custom role with Activity Logs read access | Only entries they have both organization access and module access for |
For a custom role this resolves as follows:
Tenant-wide changes are recorded against All organizations. The role sees one of these entries when it grants read access to the module the change was made in.
Organization and trading party specific changes are recorded against the organization they affected. The role sees one of these entries when it has access to that organization.
Because the Organization column is always populated, an Admin reviewing a user's activity can see both what that user did and which organizations they affected, without cross-referencing another screen.
Searching and Filtering
Filters: Start with a narrow date range (e.g., 7 days) and expand if needed - broad ranges may return large datasets. Add an organization filter to isolate activity in a single unit
Keyword Search: Search by action keyword (e.g., "Approve", "Role", "Retention") rather than only by person for more targeted results
Expand Details: Always click the expand control (▾) to reveal before/after values, which provide critical context for understanding changes
Supported Configurations and Options
Configuration | Detail |
Organization filter | The log can be narrowed to one or more organizations from the Filters panel. The list is searchable, nests sub-organizations under their parent, and offers Select All plus Unassigned, which selects tenant-wide entries |
Date filter | The log can be narrowed to a chosen period from the Filters panel, using a two-calendar Select start and end date dialog |
Keyword search | Free-text search across user names, action types, and event descriptions |
Detail expansion | Before/after value inspection for configuration changes |
Copy support | Log entries can be copied for external use |
Access control | View only for everyone. Of the built-in roles, only Admin and Manager can open the module; anyone else needs a custom role with Activity Logs read permission. Admins see the full tenant, Managers see their managed organizations, and a custom role sees only the entries its organization and module access already covers |
Other Technical Specifications
Parameter | Detail |
Retention | Tied to the tenant's data retention policy |
Export | Manual copy from interface; no built-in bulk export |
Scoping | Applied per viewer at both the organization level and the access level |
Integration Points
All platform modules: Activity Logs capture events from across the entire tenant - document processing, rule configuration, user management, system settings, and API credential management
Compliance reporting: Provides the audit evidence needed for internal reviews, external audits, and regulatory compliance
Troubleshooting: Enables investigation of unexpected outcomes by tracing the sequence of actions and configuration changes that led to the current state
Data retention: Log retention is governed by the tenant's data retention policy set in System Settings
Roles and permissions: Log visibility follows the same read access a role already grants, so widening or narrowing a role changes what that user sees in Activity Logs
Notes
Activity Logs is view only by design: no role, including Admin, can edit or remove an entry
Activity Logs record who, when, what, and which organization was affected - they do not capture full system-level diagnostic traces or performance metrics
Because visibility is access scoped, two users with Activity Logs access looking at the same period can legitimately see different sets of entries. An entry that is absent for one user is not evidence that the action did not happen; confirm coverage with an Admin before concluding anything from an apparent gap
All organizations in the Organization column means the change was tenant-wide, not that it was applied to each organization individually
Log retention is tied to the tenant's data retention policy; for long-term compliance, critical entries should be saved or exported to an internal audit repository
There is no built-in bulk export feature - entries must be copied manually from the interface
Searching with very broad date ranges may return large result sets; start with narrow ranges for faster analysis
Searching by person alone may miss relevant events - combine with action keyword searches for comprehensive results
Before/after values are only available for configuration changes; document lifecycle events show the action but not field-level detail
A rule or instruction that is disabled produces no processing entries, because it is skipped before evaluation. Its absence from a document's trail is expected and is not evidence that processing failed. The act of disabling it is itself recorded as a configuration change, so use the configuration history to find out when it was disabled and by whom.