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Activity History

This section will introduce you to the Activity History feature, a comprehensive record of every change made to your account. This powerful tool provides transparency and peace of mind by giving you a detailed audit trail of all inventory and user activities.

What is the Activity History?​

The Activity History is a permanent log that records every action performed within your Maxilist account. This includes:

  • Creating, editing, or deleting items, collections, and contacts.
  • Updating custom field values.
  • Adding, modifying, or removing users.
  • Changing account settings.

For each activity, the log records who made the change, when it occurred, and what specifically was changed, including both the original and new values.

Why and When to Use It?​

The Activity History is an essential tool for maintaining data integrity and accountability. Use it to:

  • Enhance Security: Quickly identify and investigate any unauthorized or suspicious changes to your inventory.
  • Ensure Compliance: Maintain a detailed audit trail for business compliance and regulatory requirements.
  • Troubleshoot Issues: Easily retrace steps to find and fix data entry errors or accidental changes.
  • Improve Accountability: See who made a change, which promotes better team responsibility and diligence.
  • Gain Insights: Analyze patterns of activity to understand how your team is using the app and where you can improve processes.

How to Use the Activity History​

To access all activities, follow these steps:

  1. Access the Log: From your Maxilist Home screen, navigate to the History section. This will show a chronological list of all recent changes.
  2. Open the Filter: Tap the Filters icon to open the powerful filter menu.
  3. Select Resource Type: Select the type of item you want to investigate. For example, choose "Items" to see all changes made to your products, or "Users" to see all user-related activities.
  4. Select Time: Narrow your search to a specific time frame. You can choose a preset range (like "Today") or define a custom date range.
  5. View the Details: Once you have your filtered list, tap on any entry to see the full details. You'll see the user who made the change, the time of the change, and the original and new values for the field that was modified. This provides a clear "before and after" snapshot.

To access all activities pertaining to a specific item or collection, follow these steps:

  1. Open the Item or Collection: By any means such as searching, barcode scanning, filters, etc. open the item you want to investigate.
  2. View the Last Activity History: Tap the History button on the screen header. This will display the last set of changes made to this item.
  3. View the Full History: Tap the More button to see a complete log of all changes made to this item.

Real-World Examples​

For a Team Manager​

A team manager notices an important product's quantity is incorrect.

  • Action: They go to Activity History, filter by the specific item, and find that a new team member accidentally entered the wrong number. The manager can then correct the value and provide training to prevent future mistakes.

For a Retail Store Owner​

A store owner needs to verify if a new hire correctly updated the prices of all clearance items.

  • Action: The owner filters Activity History by User, selects the new hire, and filters again by Field to see only Price changes. They can quickly confirm that all prices were updated as requested.

For a Business Audit​

A company needs to provide a record of all changes made to its medical supplies inventory over the last six months for an audit.

  • Action: The inventory manager filters the Activity History by Date Range for the past six months. The complete, detailed log provides all the necessary information for a compliant audit trail.

Frequently Asked Questions (FAQ)​

How long is the activity history stored?​

Maxilist retains your activity history for an extended period, with the exact duration based on your subscription type.

Can I export the activity history?​

Currently, the Activity History is an in-app feature designed for real-time review. We're working on adding the ability to export the history as a CSV file for offline use.

Does the history show all users' activities?​

Yes. The Activity History provides a complete log of changes for the entire account, including all users, making it a great tool for collaboration and accountability.