Activity History: Tracking Platform Changes

Introduction

The Activity History feature provides a comprehensive chronological record of events and changes within the platform. It enables users to track modifications to organizations, subscriptions, user permissions, and other critical platform elements, offering transparency and accountability for all actions taken.

In this article:

• Overview
• Types of Entities
• Period Selection
• Types of Actions
• Displaying Activity History
• Visibility on Organization Profiles and Subscription Sections
• Tracking Custom Properties

Overview

Activity History contains a chronological record of activities along with timestamps, encompassing the addition, modifications, adjustments, and erasures of records on the platform, executed by platform users or external systems.

In the Activity History view, you can see the following details for each record:

1. Entity - Type of entity (Organizations, Users, Subscription, Partner Prices, Vendor T&C, Partner T&C)
2. Name - Specific name of the individual entity (for example, "Microsoft 365 E3" for a Subscription)
3. Action - Specific activity recorded (Added or Modified)
4. By User - User responsible for the activity (can also be an external system)
5. Date - Date and time when the activity occurred
6. Changes - Specific details that were modified

When reviewing Activity History, you can identify which external system changes came from (if the change was not made by a platform user but through an update from an external system).

Clicking on the name of an entity will redirect you to the specific entry. For example:

• Selecting a subscription name will redirect you to that subscription
• Selecting the name of Terms and Conditions will download the T&Cs that were accepted
• Choosing an organization name will direct you to the profile of that organization

Types of Entities

The Activity History allows you to choose which types of entities you want to see:

• All
  • Includes every available entity listed below
• Organizations
  • Activities related to changes of details for a specific organization, such as address or legal details (these activities are also visible on organization profiles) as well as custom properties for organizations
• Subscription
  • Activities related to creation or changes of subscriptions (these activities are also visible on subscription profiles)
• Partner Prices
  • Activities on distributor level such as:
    • Creating new Partner Prices section for sellers
    • Adding, updating, or removing markup configurations in a price tier associated with one or multiple sellers
    • Moving a seller organization from one Price Tier to another
• Vendor T&C
  • Vendor's terms & conditions, accepted by the customer
• Partner T&C
  • Seller's terms & conditions, accepted by the customer
• User
  • Activities related to a specific user, such as granting permissions or adding an email address to the user's profile

Period Selection

Filtering by period allows you to display activities history ranging from 1 week to all recorded history, or to choose a Custom period with From Date and Till Date fields.

Types of Actions

There are two types of actions that you can see in the Activity History:

• Added - When a specific activity adds a new detail to an entity (for example, a name has been added to a previously empty name field)
• Modified - When a specific activity changes or deletes a detail related to an entity (for example, a price tier has been changed or an email address has been removed)

Displaying Activity History

To adjust which entities to show in the activity history, follow these steps:

1. Log in to the platform using your credentials
2. Go to the Activity tab by clicking on it in the top menu
   
3. Click on the Entity selection field
   
4. Choose either All or select specific entities
   
5. Select a period for which you want to see activity history
   
6. If choosing Custom period, select specific dates using the calendar
   
7. Click on Show results to display activity history for your selected entities in the specified period
   
8. View the results in the table
   

Visibility on Organization Profiles and Subscription Sections

The history of some activities is not only visible under the Activity tab. Activities related to organizations and subscriptions are visible on their respective sections as well.

Tracking Custom Properties

Organization Custom Properties

The Activity History allows you to track changes made to custom fields for organizations, including:

• Legal address
• Primary contacts
• Account manager
• Billing contact
• Service desk
• Preferred currency
• Invite and login option
• Industry details
• Custom properties

Here's a list of trackable Custom Properties for an organization:

Subscription Custom Properties

Similarly, the Activity History tracks changes to subscription custom properties, such as:

Thanks to the Activity History, it is easier to manage custom fields and monitor changes. All modifications are logged in the Activity History and can be reviewed later.

The visibility of changes to custom properties in the Activity History depends on permission settings defined at the custom property template level. These permissions determine which user roles are authorized to view or modify specific custom properties, supporting privacy and security requirements.

For instance, some custom properties may be restricted to Seller Admins and hidden from other user roles.

Example Scenario

1. A Distributor Admin sets a value for a custom property that is marked as Available for current user templates during the purchase process:

2. The change is recorded and visible to the Distributor Admin in the Activity History:

3. When a Seller Admin views the same organization and subscription, they only see Activity History entries related to the custom properties that are available to them based on their permissions:

Limitations

• Activity history is available only up until the previous day
• Today's changes will not be included in the logs
• The oldest changes come from August 2022
• Subscription history tab is not visible to users with Customer billing admin, Seller billing admin and Reseller report roles

Summary

The Activity History tab allows you to track all important platform events, including user invitations, permission adjustments, subscription changes, custom property modifications, and acceptance of Vendor or Partner terms and conditions.

All activities can be presented together in a table under the Activity tab. Selecting specific entity types and date ranges allows you to track both user-initiated and system-based actions with timestamps and a responsible author or party.

Activities listed in the table can include links to related subscriptions, organizations, or terms and conditions. With records dating back to August 2022 and updated daily (excluding same-day changes), the Activity History provides a transparent and chronological activity log that helps you review any change or modification made on the platform.

Related Content

• Advanced Organizations View
• Organization Custom Fields
• Subscription Custom Fields
• How to Edit Subscriptions
• How To Edit an Organization Profile