Change History

What's New

Change History - System Level

A new Change History tab under Settings lists all changes (additions, updates and deletions) to Work Items, the Dependencies between them, Resources, and user Calendar Exceptions in the system. 

Change History - Project Level is in controlled availability. Contact your Clarizen Customer Success Manager or Clarizen Support to request access.

Project-level changes are available from the Project's Property Card.

Note: Project-level Change History is currently in Controlled Availability. Please contact Clarizen to gain access to this feature. The feature will be available in an upcoming update with a new system setting to enable/disable access from the Project page.

Benefits

  • Track 30 days or last 1000 changes (whichever is the larger) for auditing purposes
  • Easier troubleshooting. Save time locating root causes of changes and fixing issues.
  • Additional features include:
    • Live Mode to follow updates with automatic screen reload
    • Filtering and sorting options for locating issues quickly and easily
    • Direct access (clickthrough) to changed items

 

How it Works

Go to Settings, and open the Change History tab.

Details for each change include: 

Changed On

The date and time of the change in the your local time

Changed By

The user that made the change. System denotes changes made by the system.

Change

The type of change can be AddUpdate or Delete

Category

Direct - Updated by the user in Clarizen (web or mobile), or via API/workflow

Indirect - Updated as a result of a Direct action. For example, changing a work item's due date can cause the expected progress field to be recalculated.

Component - Changes performed by the system that are part of another operation. For example, adding a new task will also cause the addition of a resource link for the default Owner.

System - Updated/calculated by the system. Scheduled changes such as calculation of "Expected Progress" fall into this category. 

Item Type

The type of item, including work items, user etc.

Note: Shortcut additions are currently not tracked in Change History.

Item

The name of the item

Related Item

If the change involves another item (such as adding a resource or a dependency to a task), you’ll see the related item displayed here.

Field Name

The display name in Clarizen

Previous/New Value

The value of the field/item before and after the update

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Filtering and Sorting

Click on a column header to filter and sort the items.

Time Zone Options

The time zone option makes it easier for users across multiple timezones to compare changes.

This is of particular use when Clarizen Administrators/Power Users located in a different timezone want to assist other users and review changes in a specific timeframe.

The default is "My Current Local Time" as per your computer's current clock setting. 

Live Mode

Click Live Mode to have the screen automatically refresh the Change History every 10 seconds. This is particularly useful when working with multiple monitors and testing workflows or API changes.

Live Mode deactivates after 2 minutes or whenever you manually reload the page.

Item Details

Click the arrow to open the item details in a new tab.

Previous Data

Change History starts recording changes from when this feature becomes available. 

Permissions

Users with Financial Permissions can see updated financial data for a Project.

 

Click here for an on-screen tour

Have more questions? Submit a request

Comments

  • Avatar
    Scott Cole

    We need the ability to export this data to Excel, especially given the limit of 30 days or last 1000 changes.
    And with the new "Project-level" change history, is the 30-day / 1000-change limit by Project?

  • Avatar
    Thomas Sims

    I would also like to have the ability to export this to excel. Ideally with an ID for each change so that we can filter out duplicates if we export more frequently than 30 days.

  • Avatar
    David Goulden

    We will release Export to Excel in a coming release.

  • Avatar
    Antony Willers

    Finally, a way to stop the finger pointing. Would also be useful to be able to report on these events. Maybe workflows to trigger emails when a specific field is changed

  • Avatar
    Kimberly Coates

    I've been waiting for this! Agree with others on the ability to export. Auditor will want to see system change logs.

  • Avatar
    Richard Mann

    Phase 1 of a huge addition to Clarizen is now completed.
    As mentioned above, exporting and/or reporting on change data should closely follow this for project audits.
    To Antony Willers, what you're asking for with change-triggered workflow rules is already a thing. Just use the 'IsChanged' function.

  • Avatar
    Antony Willers

    Should thought of that.... Already using isChanged for a number of triggers

  • Avatar
    David Goulden

    Exporting is currently planned for an upcoming release.

    Edited by David Goulden
  • Avatar
    Richard Mann

    Is the 30 days/1000 changes limit per field, per project or per environment?
    Given some of the financial fields that change automatically based on resource cost settings, I can see a lot of demand for a list of specific fields to audit/exclude.

  • Avatar
    Scott Cole

    Upvoting Richard Mann's suggestion around the ability to exclude certain fields, given the limitation. Especially for large programs / projects with 30k rows where just the "Expected Progress" field would, with its updates on every active row, erase all prior audit items.

  • Avatar
    David Goulden

    We'll update the description of how much is kept as it looks like historical data maintenance is a far more interesting point than we initially thought :-)
    Here are the full details as to how it works:
    1) Last 1000 changes/ 30 d history is per work item, dependency and resource assignment.
    You can see them conveniently aggregated at Project level. Due to the richness of hierarchy and inter-dependency in the system, we thought it made the most sense to show at Project, rather than on just per item.

    2) A clean-up process runs every night at 2am of your org. time, where items with changes older than 30 days get a trimmed to their last 1000 changes (if there are more than 1000 changes)

    3) That means the last 1000 changes for every: work item, dependency, resource assignment will always be stored and visible from the Project they are in. The objective here is to make sure you can always see the last changes made, even if they were not recent.

    4) Work Item changes are aggregated to the Project they are in. They don't get rolled up to parents, grandparents or Program.

    5) With Project Change History, you can select multiple Projects and generate an aggregation of all changes in the last 7 days to all Projects you manage, for example.

    6) Some standard fields are excluded from the Change History because they are operational and don't provide value to users.
    We may exclude others in the future ("Last Financial Planning updated" & "Expected Progress" are reasonable candidates, as Scott detailed) .

  • Avatar
    Sarah Ottey

    Is this data available to configure within the Report module? If not, are there plans to do so? This could be a solution to some detailed point-in-time comparisons of financial data we've wanted.

    Edited by Sarah Ottey
  • Avatar
    Richard Mann

    Not currently nor in this coming patch.
    I'm sure that it will eventually be added to the reporting toolkit... although it would not be a very attractive-looking report (note that it would show the same project info on every line except for this one change field) but I suppose it would be useful for auditing purposes and identifying projects with certain fields (e.g. Implementation/Execution Date) with a change count above the norm without having to create custom counter fields.

  • Avatar
    David Goulden

    We don't have plans to expose this data within the Report module which has not been designed to work with this volume of data.
    1. You will be able to Export to Excel as of the next update.
    2. You may consider capturing snapshots of data using scheduled reports or create custom objects as point in time records for smaller sets of data.