Understand a record's activity¶
Activity helps registry staff, process owners and managers understand the saved changes associated with a record. Use it to investigate a handoff or explain what happened, alongside the record's current information and its linked process.
Availability: this guide follows the inspected final designs. The current app still displays sample timeline data, and the activity-reading connection needs to be corrected and verified. The steps describe the intended experience; confirm availability with your organization.
Open the timeline¶
- Open Records, find the record and check its subject and official reference. The intake guide explains the available lists.
- Open the record's Activity tab beside Overview, Process and Documents.
- Read each update's time, source and description together. Record changes and linked-process changes describe different events. A registered record is not necessarily a started or completed process.
- Use Source to narrow the origin of updates and Update type to narrow their category. The populated design includes search to apply the selection. Use the choices actually supplied in your connected view; the sample labels and counts are not guaranteed options.
- Read from Oldest first and choose Load more updates when more are available. The number shown on the page is not necessarily the total history.
- Return the filters to All sources and All updates when an expected entry may have been excluded.
This screen's search action applies filters; it does not establish a free-text search feature. Changing filters should start a fresh view of the selected history. Updates may arrive after an earlier page was read, so refresh from the beginning when reconciling a recent or late-arriving event.
The backend currently groups updates into comments, assignments, status changes, decisions and documents. A registration or destination change is a kind of status change, rather than a guaranteed separate filter. Counts beside filters describe matching updates across the selected record's feed and can differ from the number currently displayed. They are not unique staff counts, workload totals or measures of productivity.
Open the available details¶
Choose View details when it is offered for a record update. The intended Selected update panel shows its occurrence time, source and available actor information; Saved details presents the information actually retained for that update. Choose Hide details to close the selection.
A linked-process update can appear as a preview without a record-side detail action. Open Process and follow the authorized workflow context to investigate that work. Being allowed to read the record does not automatically grant access to every linked workflow or task. The document and process guide explains current runs, earlier history and unavailable sections.
Some illustrations contain richer information than the current record activity supplies. Record-generated updates can currently identify a person only as Staff member, or show System when no actor was supplied. The label does not identify a named person or prove that a public submitter was an employee. The recorded activity does not currently provide the illustrated public sender's name, exact changed filename/version, or previous and new destination. Use Documents for saved version information and Overview for current responsibility. Do not fill a missing historical detail from today's data and present it as what was true then.
What the updates mean¶
| Update | What it establishes | What to check separately |
|---|---|---|
| Record created or registered | A saved record event describes that change | The official reference, current stage and whether processing actually started |
| Document added or new version added | A file-related event was recorded | The actual file, version and contributor in Documents |
| Destination changed | A destination-change event was recorded | The saved responsibility in Overview; the activity summary does not provide a full before-and-after comparison |
| Workflow linked | A workflow link was recorded | Current process, its progress and any later runs |
| Filed, assigned to a dossier, or disposition updated | The corresponding Records event was recorded | Current filing, dossier and retention/disposition information and applicable authority |
| Linked-process update | An associated process published an update | Its current source detail and your permission to open it |
The timeline is a derived reading view. Its entries can lag the source change, and a single user action can produce several events. It is not a complete log of every view, download or attempted action. Protected-access history is maintained separately. An empty activity list therefore does not establish that nobody accessed a record or that the record was never changed.
The current Records event has no general discussion thread. The illustrated Read discussion (2) on a destination change is an unresolved design/implementation gap. Supported discussions belong to workflow tasks and require access to the actual task. See workflow activity and comments; do not treat the Records sample discussion as an available action.
Missing, delayed or unavailable activity¶
| Situation | Next step |
|---|---|
| No activity yet | Clear restrictive filters and confirm the record. An empty response can reflect absent projected entries; it does not prove no source events exist. |
| A recent update is missing | Refresh the timeline and check current record/process detail. If the mismatch persists, ask support to trace the saved action. Avoid repeating a mutation merely to create an activity row. |
| More updates are available | Continue loading pages in order; do not interpret the current page as the complete history. |
| Details are unavailable for a process preview | Use the linked process's authorized detail, or ask its owner for help. |
| The feed or record cannot open | Retry later, confirm your workspace/access and give support the record reference and time. Record access can also fail when its protected-access entry cannot be saved. |
| The actor or summary is generic | Treat the limitation as missing detail. Ask the responsible team to reconcile the source evidence if attribution matters. |
Support may need the organization, record and process references, approximate action time, selected filters and safe error text. Do not include private viewing credentials or confidential document contents in an ordinary support message.
For business leaders, the useful question is whether the saved source evidence supports the claimed outcome. Activity counts alone do not prove completion, service quality or compliance. For administrators and support, delayed activity requires investigation of the publication and reading services; background recovery is not a user-triggered timeline action and has no guaranteed completion time in this draft.