Reporting with Gatekeeper
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      History and Audit Logs Overview

      This article covers the different history and audit logs available within Gatekeeper to help you with tracking changes and activity.

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       Estimated Read Time: 5 Minutes

      Sections in this article:

      Global History

      Note: Users require the History additional permission to view the History tab. This will grant them access to view all data, regardless of the permission they have been assigned.

      The Global History View offers a comprehensive record of system activity in Gatekeeper. It shows key actions - like create, update, and delete - taken across users and records, with details on what changed and when. This can help support your auditing requirements. To access this, click History from the navigation menu.

      history tab

      The following actions are available:

      • Tooltip: Hover over the tooltip icon to see the old and new values for changed data in a floating popup.

      • View Details: Click the magnifying glass icon to open a new screen showing the old and new values, with a link to the full object history.

      • Filters: Use a combination of filters to refine the data shown.

        • Apply a date range using the date pickers.

        • Filter by User, Action (e.g. create or update), Main Item Type (e.g. Contract or Vendor), or a specific Main Item (e.g. a contract or vendor record).

      • Export: Download the data as a CSV file.

      Note:

      • It's recommended to apply filters to refine the dataset before exporting.
      • Up to 100,000 rows can be exported at a time. You can refine your selection, or proceed with an export to receive only the first 100,000 rows.

      Expand the following sections for a full list of how you can filter by Actions and Item Types:

      Actions
      • Create
      • Update
      • Delete
      • Create Owner
      • Update Owner
      • Destroy Owner
      • Create Event
      • Update Event
      • Destroy Event
      • Create NetSuite Link
      • Destroy NetSuite Link
      Item Types
      • Access Group
      • Category
      • Contract
      • Contract Draft
      • Contract Import
      • Entity
      • Exchange Rate
      • File
      • Helpdesk
      • Owner Kind
      • Project
      • Risk
      • Risk Import
      • Settings
      • SSO Account
      • Spend
      • Spend Import
      • Team
      • Track Item
      • User
      • User Import
      • Vendor
      • Vendor Import
      • Workflow
      • eSign Process

      User Details

      Note: Users require the Global Administrator role, with the Users and History additional permissions for a full view of the User Detail History tab. Without the History additional permission, only a limited, read-only view is available, without the full audit log button.

      The User Details page provides a summary of a user's login history and actions within Gatekeeper. To access this, expand the Settings option from the navigation menu and click Users, then click on the user's name.

      The Logins tab displays details of each time the user has logged in, with options to filter for a specific date range:

      login tab

      The History tab provides a summary of the user's activity:

      History tab user details

      Click on the blue links to open further details for that item within the Global History, or click Full User Audit Trail to see details of the user's actions across all items.

      Lifecycle Tab on Contract and Vendor Records

      Note: Both Collaborators and Administrators can view the Lifecycle tab on the contract or vendor records they have access to.

      For a quick, visual overview of key stages and actions on a contract or vendor record, the Lifecycle tab displays the journey in a timeline format. This highlights major milestones rather than capturing every action. To access this, open the contract or vendor record and click the Lifecycle tab:

      lifecycle tab

      Hover over the user avatar to view the name of the user responsible for the action.

      Workflow Configuration History

      Note: Workflow Administrators and Local Workflow Administrators have access to the Workflow Configuration History.

      Workflow Administrators can track changes to workflow settings with the History tab. This gives details of all configuration updates to a workflow.

      To access this, click the settings icon to access the Configuration View, then click the History tab.history tab

      Select the relevant Configuration Setting from the dropdown list, then apply any additional filters such as a date range or user.  

      Workflow Card History

      Note: Any user with access to the workflow card on the kanban board will be able to see the History tab.

      The History tab on a workflow card displays a timeline of key actions taken. To access this, open a workflow card, then click the History tab in the right-hand panel:

      card history

      You’ll see a detailed record of how the card has progressed through each phase, including timestamps and user actions.