Admin activity log
- Purpose
- Review everything that changed in the workspace, from record edits to schema, access, view and settings changes, and filter it to find one event.
- Who is this for
- Admins
- Permissions
- Admin role.
The Admin activity log is a single timeline of what has happened across the whole workspace. Use it to find out who changed a record, who blocked a member, or when a field was removed.
Open Administration → Activity log. To see the history of one record only, use the Activity history on that record instead.
How it works
The log is read-only and newest first. Each event appears once. Each entry is one sentence, such as who did something, what they did and to which record or setting, followed by the time. Times under a week old read as "5 minutes ago" or "2 days ago". Older entries show the date.
Every change made in the workspace is logged, not only record edits. The All events filter groups the event types like this:
| Group | Events |
|---|---|
| Records | Added, Edited, Deleted, Duplicated, Archived, Restored (archived entries are historical only), Allocation disabled, Allocation enabled, Comment posted, Comment edited, Comment deleted |
| Schema | Field added, Field removed, Field renamed, Field updated, Field duplicated, Fields reordered, Layout changed, Sections reordered, Field order changed, Entity setting changed. Entity added and Entity deleted appear only in older history, because entities can no longer be created. |
| Access | Role added, Role renamed, Role deleted, Role permissions saved, Assignable roles changed, Role assigned, Role assignment removed, Role assigned on a record, Role assignment removed on a record, Visibility updated, Submodule access changed, Role given submodule access, Role submodule access removed, Role access updated, Field restriction changed, Role can view a field, Role can edit a field, Role field view removed, Role field edit removed, Field holder permissions saved, Field holders given submodule access, Field holder submodule access removed, Field holders can view a field, Field holder view removed, Field holders can edit a field, Field holder edit removed, Group added, Group renamed, Group deleted, Member added to group, Member removed from group, Public view changed, Member invited, Role changed, Member removed, Permissions updated, Staff access changed, Staff access ended, Staff signed in, Staff signed out, SRE mode (an event filter that keeps every entry written by Gembaa staff) |
| Members | Member blocked, Member unblocked, Member deactivated, Member reactivated, Personal data erased |
| Themes | Theme added, Theme saved, Theme renamed, Theme duplicated, Theme deleted, Theme set as default, Theme version restored, Theme saved with warnings, Themes reordered, Theme image uploaded, Theme image removed |
| Views and presets | View added, View changes saved, View shared, View deleted, Views reordered, Views reset, All tab set for everyone, All tab baseline cleared, Preset added, Preset edited, Preset type changed, Preset deleted, Presets reordered, Preset duplicated, List default saved, Shipped default restored, List default pushed to everyone, Preference saved |
| Dashboards | Dashboard added, Dashboard updated, Dashboard deleted, Dashboard duplicated, Dashboards reordered, Dashboards reset, Widget added, Widget saved, Widget deleted, Widget duplicated, Widgets reordered |
| Workspace | Workspace settings saved, First-time setup reset, OKR progress colours saved, Features updated, Profile applied, PowerPoint template uploaded, PowerPoint template mapped, PowerPoint template removed |
| Allocation | Allocation added, Allocation edited, Allocation transferred, Allocation deleted, Allocation settings saved |
| Pulse | Pulse settings saved, Pulse cadence changed, Check-in added, Check-in edited, Check-in deleted |
| Skills | Skill level set, Skill level cleared, Role skill level set, Role skill level cleared, Skills settings saved |
| Finance | Finance settings saved, Finance entry added, Finance entry edited, Finance entry deleted |
| Directory | Directory group created, Directory group members replaced, Directory group updated, Directory group deleted |
| Profile | Display name changed, Photo uploaded, Photo removed |
| Import | Import file uploaded |
Open All events to see the exact list in your workspace. There is no cap on how far back you can scroll. Entries load 50 at a time as you scroll. At the end the page says All activity loaded with the number of entries.
Read an entry
Each entry names the person, the action and the objects it touched, for example "added the field Budget to Project" or "assigned Editor to Delivery team on Project".
One save is one entry. If someone edits several fields of a record in one save, the entry names two or three of the fields, or gives a count for more. Expand it to see each field. A new record expands to the number of fields that were set. A record that has since been deleted shows "(deleted)" under the time.
When an entry has details, a small arrow appears at its right edge. Click it to expand the old and new values, and click it again to hide them.
A Staff access changed entry reads "(name) changed Gembaa staff access". Expand it to see From, To and Until, the first two being staff access levels and the last the expiry. The person named is the admin who made the change. See Support and Gembaa staff access.
A Staff access ended entry reads "The Gembaa staff access granted by (name) ended at its expiry". Expand it to see the Level and Ended at.
When a Gembaa staff person signs in to your workspace, the log shows "(name) signed in as Gembaa staff". One entry is written for each sign-in session, at every level, and a refused attempt at Unauthorized is recorded too. A Staff signed out entry reads "(name) signed out as Gembaa staff", or "(name) was signed out after inactivity".
Every entry a Gembaa staff person writes carries a chip after their name, such as SRE mode · Full control. The word after the dot is the staff access level at the time.
A Comment posted, Comment edited or Comment deleted entry reads "posted a comment on (record)", and so on. It holds no comment text, so searching cannot find what a comment says. It shows only in the history of the record that was commented on. See Comment on a record.
A Features updated entry reads "(name) updated features". Expand it to see a Turned off list and a Turned on list, each naming the switches that changed, for example "RAIDD on Teams". A list with nothing in it is left out.
Filter the log
The bar at the top has a search box and several filters. Changes you make are staged: nothing happens until you click Apply (or press Enter in the search box).
- Optional: in the search box, type a word to look for. It matches the text of the change, the person's name and the entity name.
- Optional: set From and To to limit the dates.
- Optional: open All events and tick one or more event types. They are grouped by area, such as Records, Schema or Access.
- Optional: to see only what Gembaa staff did, tick SRE mode in the Access group of the same list.
- Optional: open All actors and pick the one person who made the change.
- Optional: open All entities and tick the entities you care about.
- Click Apply.
The All actors list is built from the entries already loaded, so scroll further down first if someone is missing. The All entities list does not offer entities whose feature is switched off in Turn features on or off. Their earlier entries stay in the log.
Click Clear to reset every filter. It is greyed out when there is nothing to clear.
If nothing matches, the page says No activity found. This almost always means the filters are too narrow.
Staff access events are also listed in the Support History card, which links here with the right event types already ticked. See Support and Gembaa staff access.
Good to know
- Entries cannot be edited or deleted by anyone, including admins.
- Schema, access, theme and other workspace-level events appear only here. A record's own history shows the events on that record and on records linked to it.
- Entries for a field that has since been removed keep the field's old name.