Document History and Records Workflow

Overview

Document History is the platform-wide activity history for all user actions in MyApprentice. It records every action performed across quotes, invoices, jobs, clients, users, and other records — sent, edited, updated, created, accepted, paid, deleted, and more. In a team business it records actions by every team member, so the Business Owner can review who created, sent, or deleted a document. Document History also gives access to Deleted Items, where deleted records are kept and can be restored. Deleting any record in MyApprentice keeps the record rather than erasing it, so a deleted record can always be restored. This guide covers viewing the activity history, downloading sent documents, exporting records, and restoring deleted records.

Who This Workflow Is For

This workflow applies to the Business Owner only. Access to Document History and Deleted Items is restricted to the Business Owner — no other role, including Admin, Supervisors, Finance, Tradies, or Apprentices, can open these pages. The activity history still records what those other roles do, so the Business Owner can review and, if needed, restore anything a team member created or deleted.

Before You Start

You need to be signed in as the Business Owner. Document History builds automatically as the business is used, so there is no setup required — activity is recorded as it happens across the whole team.

End-to-End Workflow

Step 1: Open Document History

In the left sidebar, select Document History. The page opens showing all recent activity, newest first, with 25 records per page.
Note that each row shows Date & Time, Document, Customer & Job, Activity, Created By, Sent Version, and Details.

Step 2: Filter the activity list

Use the filter tabs to narrow the list: All, Quotes, Invoices, Accepted, Sent, Edited, Created, Paid, Deleted, Other. For example, filter by Sent to see when a quote or invoice was sent, by Deleted to see what has been deleted, or by Accepted to check whether a client accepted a quote.

Step 3: Search for a specific record

Use the search bar to find a record by document number, date and time, customer name, activity type (for example, “quote sent by email”), or the username of the person who created the record. This makes it easy to audit activity by a particular team member or locate a specific document.

Step 4: Expand a record to review the detail

Select Show on any row to open the full detail panel, which displays Document Type, Document Title, Job, Activity Type, Summary, Document Number, Customer, Created By, and Sent Version.
Select Hide to collapse the row.

Step 5: Download a sent document

Where a record has a finalised PDF attached — such as a sent quote or invoice — a Download button appears in the expanded row. Selecting it downloads the exact version that was sent to the client at that point in time.
Note that the Sent Version column shows which version was sent (for example, v1), and if a document is resent, multiple sent versions may appear as separate rows.

Step 6: Export the full activity history

Select Export CSV at the top right of the page (next to Deleted Items). The CSV download begins automatically and includes all Document History records regardless of any filter currently applied to the page view.
The file opens in spreadsheet software for reporting or audit purposes.

Step 7: Open Deleted Items

Select Deleted Items at the top right of the Document History page. The Deleted Items page opens with the note: “Restorable records deleted by users. These records are excluded from all normal screens and calculations.”
Note that a deleted record is kept and can be restored — it simply no longer appears on standard screens or in calculations until you restore it.

Step 8: Find and restore a deleted record

Use the Object type filter dropdown to narrow the list. Object types include All, Jobs, Schedules, Clients, Suppliers, Quotes, Invoices, Materials, Categories, Items, Inventory, and Users.
Search by title, object, deleted-by, or key fields, and sort using the Sort dropdown (default: Deleted Date, Newest).
Select a record and select Restore.
A confirmation pop-out naming the object appears — confirm to complete the restore. The record then reappears in standard application screens.
Note that this applies to any record type a team member deleted, including restoring a deleted client. Restoring a deleted user requires a free subscription seat, and historical records (jobs, quotes, invoices, timesheets) remain attributed to a deleted user.

Common Issues & Limitations

Business Owner only. No other role can access Document History or Deleted Items.
Download only where a PDF exists. The Download button appears only on records with a finalised PDF version attached.
Export ignores filters. Export CSV always exports all records, regardless of the active filter tab.
Deleted records are kept, not erased. A deleted record is excluded from standard screens and calculations until it is restored — but it is never permanently lost and can always be restored.
Restore confirmation required. A pop-out naming the object appears before any restore is finalised.
Restoring a user needs a seat. Restoring a deleted user requires a free subscription seat to be available.

What Happens Next

A restored record returns to active use immediately and reappears in standard screens. Document History continues to record new activity by the whole team as the business operates, providing an ongoing audit reference. Use it alongside the Dashboard to confirm when documents were sent, accepted, or deleted.

Dashboard and Reporting Workflow
Accepted Quote to Paid Invoice
Invite and Manage Team Users
Client Portal Workflow