View Document History

Overview

Document History is the platform-wide audit trail of every action performed in MyApprentice — sent, edited, updated, created, accepted, paid, deleted, and other activities across quotes, invoices, jobs, clients, users, and other records. It is filterable by activity type, searchable by document number, customer, activity type, and the username of the person who created the record. Use it to confirm when a document was sent, audit who did what, or download an old version of a sent document.

Who This Workflow Is For

The Business Owner. Document History access is restricted to the Business Owner role — no other role has access.

Before You Start

You need to be the Business Owner. Have an idea of what you are looking for — the document number, customer name, date range, activity type, or the user who performed the action.

Step-by-Step Process

1. In the left sidebar, select Document History. The Document History page opens.
2. Review the default list — all recent activity is shown newest first, 25 records per page. Columns include Date & Time, Document, Customer & Job, Activity, Created By, Sent Version, and Details.
3. Apply a filter tab to narrow the list: All, Quotes, Invoices, Sent, Edited, Created, Accepted, Paid, Deleted, or Other.
4. Use the search bar for more targeted searches. You can search by:
   • Document number (for example a quote number or invoice number).
   • Date or time.
   • Customer name.
   • Activity type (for example “quote sent by email”).
   • Created-by username.
5. Select Show on any record to expand the full detail panel. The expanded view shows Document Type, Document Title, Job, Activity Type, Summary, Document Number, Customer, Created By, and Sent Version.
6. Select Hide to collapse the expanded row.

Download a document from history

1. Find the record using the steps above.
2. Select Show to expand the row.
3. Select Download where shown. The Download button only appears where a PDF document version is attached (for example a sent quote or invoice). A PDF copy of the exact sent version is downloaded.

Export Document History to CSV

1. Open Document History.
2. Select Export CSV in the top right of the page, next to Deleted Items.
3. The CSV file downloads automatically and includes all records, regardless of any active filter applied to the page view. Open the CSV in any spreadsheet software for reporting or audit.

What Happens Next

You have a complete record of platform activity. Use the CSV export to share an audit trail with an accountant or to file as a business record. For restoring deleted records, follow Restore a deleted record, which uses the Deleted Items sub-page of Document History.

Common Issues

• Cannot see Document History. Document History is restricted to the Business Owner. Other roles do not have access.
• A record is missing. Document History captures every action performed in the system. If something appears missing, try widening the date range, removing filters, or searching by customer or document number.
• CSV export is empty. The CSV exports all records regardless of any active filter. If it appears empty, confirm the page has records, then retry the export.
• Multiple versions of the same document. Documents that are re-sent appear as separate rows with Sent Version showing v1, v2, etc. Use the Sent Version column to identify which version went to the client when.

Related Guides

• Restore a deleted record
• Delete or restore a team user
• Delete a client