User Personas: Admin | Project Manager
eSUB records who changed what, when, and where on your project documents. Every supported document has a View History button that shows each version, who made it, and exactly which fields changed. The Audit Trail log gathers every recorded change across your organization into one list you can search, filter, and export.
Use version history to answer "what happened to this document?" and the Audit Trail log to answer "who touched what, across everything?"
To use the features in this article, you need the Company - Settings: Audit Trail permission, plus View permission on each module whose changes you want to see. See the Permissions section at the end of this article.
Use the links below to jump to a topic:
What Gets Recorded
Every create, update, and delete on a supported document is recorded with four details:
| Detail | What is recorded |
| Who | The person's name and email. It is stored with the record, so the history stays readable after that user is deactivated or deleted. |
| What | The document, the action (created, updated, or deleted), and each field that changed with its old and new value. |
| When | The date and time of the change. |
| Where | The project and the market area. |
Only meaningful changes are kept. A save that changed nothing, and eSUB's own housekeeping such as document numbering, are skipped, so the history shows what people did.
Everything one person changes on one document within five minutes is grouped as a single entry. If a field is edited twice in that window, the entry shows one change, from where the field started to where it ended up.
| History starts when recording started for each document type, which ran through September 2026. Nothing is filled in after the fact, so an older document can show no history at all. |
Supported Documents
| Coverage | Documents |
| Full | Purchase Orders, Purchase Order Invoices, Change Order Requests, RFIs, Submittals, Submittal Packages, T&M Tickets, Field Notes, Daily Reports, Time Cards, and Actual Costs (Expenses, Invoices, and Labor Costs). |
| Partial | Schedule of Values. Progress Billing and Pay Applications are not recorded yet. |
| Not yet | Company-wide records such as users, contacts, and cost codes. |
Version History on a Document
Version history shows the full timeline of one document: every version, who made it, and what changed.
Open Version History
- Open a supported document.
- Select View History
in the document header.
- The Version history panel opens on the right.
Each entry reads as a sentence:
- The version number, with an Active chip on the current version.
- What changed, for example Purchase Order updated.
- How much changed, for example 3 fields changed, 1 item added.
- Who made the change and when, for example 2 hours ago by Jane Smith.
A change that cannot be attributed to a person reads System. A document with no recorded changes reads No history available.
A footer at the bottom of the panel shows Created by and Last modified by, with the person and the time. A document created before its document type started being recorded reads Not recorded rather than guessing from the oldest edit on file.
See Exactly What Changed
- In the Version history panel, select the three-dot button on an entry.
- Select View details.
A comparison opens with Before on the left in blue and After on the right in green, with each changed value highlighted. Values display the way people read them: money as currency, durations as hours, dates in words, statuses as chips, and a field that points at another record shows that record's name.
A newly created record has nothing to compare against, so it shows a single After column. Where there is nothing to show, the comparison reads No field-level details available.
Labor Costs
Labor costs have no document page of their own. Each month is a row on the Labor Costs tab of Actual Costs, so View History is in each row's three-dot menu instead of the header. It opens the same Version history panel for that month.
- Open Actual Costs and select the Labor Costs tab.
- Select the three-dot button on a month row, then select View History.
- In the Version history panel, select the three-dot button on an entry, then View details, to compare values.
Only months that have been saved have history: someone entered an actual cost or a comment, or the actual cost came in through the Public API. Months calculated only from time cards have no menu.
The Audit Trail Log
The Audit Trail log lists every recorded change across your organization, newest first, limited to the projects and modules you can see.
| The Audit Trail log carries an Early Access badge while more document types are added. See Supported Documents for what is recorded today. |
Open the Audit Trail Log
- Open the Global Documents slide-out menu from the global navigation menu.
- Under Auditing, select Audit Trail.
The log has six columns:
| Column | What it shows |
| Timestamp | When the change happened. |
| Project | The project the document belongs to. Select it to open the project. |
| Document | The document that changed. Select it to open the record. |
| User | Who made the change. |
| Document Type | The kind of document, for example Purchase Order or Labor Cost. |
| Action | Create, Update, or Delete. |
The log loads the 1,000 most recent matching entries. When there are more, the count in the page title reads 1,000+. Search and most filters look through the entire trail, so narrowing by project or user usually makes the limit stop mattering. If nothing matches, the log reads No activity to show.
Search and Filter
Use Search Audit Trail above the log, or the filter icon on a column header. Choose the values you want, then select Apply. Reset clears that filter.
| Control | How it works |
| Search Audit Trail | Full-text search across the log. Type at least two characters. |
| Timestamp | A date filter that opens on Between, with Equals, Before, and After also available. |
| All Projects | Pick one or more projects. Only projects you can access are listed. |
| All Users | Pick one or more users. Each shows a status chip (Active, Deactivated, or Invited), and users who have left stay in the list. |
| Document Type | Check the document types to include. |
| Action | Check the actions to include. |
Filters and sort are remembered, so the log looks the same when you come back to it.
| Search, Timestamp, All Projects, All Users, and Document Type filter the whole trail. Action only filters the rows already on screen, so on a list of 1,000+ entries, filter by project or date first. The same goes for sorting: Timestamp always sorts the whole trail, and other columns can be sorted once every result fits on one page. |
Open an Entry
Select a row, or select the three-dot button on the row and then View Details. The details panel lists the changes under Created, Deleted, and Edited. Each heading always shows and reads None when nothing changed of that kind.
Each entry has its own web address, so you can bookmark it or paste it into a support request. Select View Document to open the underlying record in a new tab, where that document type has a page to open. Labor Cost entries open the Labor Costs tab of Actual Costs.
Export the Log
Select Actions > Export Log as CSV to download eSUB-Audit-Trail.csv. The file has the same six columns in the order shown, and it contains the rows currently on screen after your filters.
| The 1,000-entry limit applies to the export too. Filter down to the projects, users, or dates you need before you export. |
Permissions
Access to the Audit Trail log and to version history is set per permission group in Company Settings > Permission Groups. What each person sees is then limited by the projects they can access (market area scoping applies as it does everywhere else) and by the modules they can view. See Set Up User Permissions and Permission Group Descriptions.
| Permission | What it allows |
| Company - Settings: Audit Trail | Open the Audit Trail log, and use View History on documents. |
| View on a document module (for example, Change Order Requests - General Permissions) | See that module's entries in the Audit Trail log and the version history of its documents. Without View on a module, its entries do not appear. |
For example, a permission group with Audit Trail set to Yes, Change Order Requests set to View, and Purchase Orders set to None sees Change Order Request entries but no Purchase Order entries.
FAQ
Why does an older document show no history?
Recording started for each document type during September 2026 and nothing was filled in for earlier changes. A document last changed before then can show no history, and its footer reads Not recorded.
Can I still see changes made by someone who has left the company?
Yes. The person's name and email are stored with each entry, so history stays readable after the user is deactivated or deleted. In the log, All Users still lists them with a Deactivated chip.
Why do several edits show up as one entry?
Everything one person changes on one document within five minutes is grouped into one entry, showing where each field started and where it ended up.
Why does the Action filter miss older changes?
Action only filters the rows on screen, and the log loads the 1,000 most recent entries. Filter by project, user, or date first, then apply Action.
Why is a document type missing from the log?
Document types are added a few at a time. See Supported Documents for what is recorded today.
How long are audit records kept?
Audit records do not expire.
See also: Global Documents Log