Document History and Deleted Items

Overview

Document History is the platform-wide audit trail for everything that happens in MyApprentice — quotes sent, invoices created, jobs accepted, items deleted, payments recorded. Deleted Items is its companion: a list of every soft-deleted record, restorable to the active platform.

Who uses this feature

The Business Owner. All other roles have no access to Document History.

When to use this feature

• Reviewing when a quote or invoice was sent.
• Confirming whether a client accepted a quote.
• Locating and downloading a previously sent document.
• Auditing user activity by username.
• Restoring a deleted user, client, job, or other record.
• Exporting a full activity record for reporting.

What you can do with this feature

• View an audit list of platform activity.
• Filter by activity type.
• Search by document number, date/time, customer name, activity type, or username.
• Expand a row for full audit detail (including the sent version).
• Download a previously sent PDF (where attached).
• Export the entire Document History as a CSV.
• Open Deleted Items to find and restore soft-deleted records (Users, Jobs, Schedules, Clients, Suppliers, Quotes, Invoices, Materials, Categories, Items, Inventory).

How the feature works

View Document History

1. In the left sidebar, select Document History.
2. Review the activity list — Date & Time, Document, Customer & Job, Activity, Created By, Sent Version, Details.
3. The default view shows 25 records per page, newest first.

Filter and search

• Filter tabs at the top: All, Quotes, Invoices, Accepted, Sent, Edited, Created, Paid, Deleted, Other.
• Search the list using the search bar — search by document number, date/time, customer name, activity type (for example quote sent by email), or the username of the person who created the record.

Expand a row

1. Click Show on a row.
2. The expanded panel shows Document Type, Document Title, Job, Activity Type, Summary, Document Number, Customer, Created By, and Sent Version.
3. Click Hide to collapse.

Download a document from history

1. Find the relevant record.
2. Expand the row.
3. Select Download where shown — this retrieves the exact version sent to the client at that point in time.

The Download button only appears where a PDF document version is attached. The Sent Version column shows which version was sent (e.g. v1). Multiple sent versions of the same document may appear as separate rows if resent.

Export Document History to CSV

1. From Document History, select Export CSV in the top right of the page (next to Deleted Items).
2. The CSV download begins automatically.
3. All records are exported regardless of any active filter on the page view.

Access Deleted Items

1. From Document History, select Deleted Items at the top right of the page.
2. The Deleted Items page opens: Restorable records deleted by users. These records are excluded from all normal screens and calculations.
3. Open the Object filter dropdown and choose: All, Jobs, Schedules, Clients, Suppliers, Quotes, Invoices, Materials, Categories, Items, Inventory, Users.
4. Search by title, object, deleted-by, or key fields.
5. Sort using the Sort dropdown (default: Deleted Date Newest).
6. Select a record and click Restore.
7. A confirmation pop-out names the record and asks for confirmation.
8. Click Restore to finalise.

Role-specific notes

• Business Owner: full access to Document History, Deleted Items, downloads, and restore.
• All other roles: no access to Document History.

Related workflows

• Managing Users, Roles, and Seats (restore a deleted user)
• Managing Your Client Library (restore a deleted client)
• Capturing Supplier Invoices (restore a deleted supplier)
• Managing Materials, Items, and Inventory (restore deleted materials, items, categories)

Important notes

• Pagination is 25 records per page.
• Export CSV exports all records regardless of any active filter.
• Restoring a user requires a free subscription seat.
• All object types listed in Deleted Items support Restore.