Viewing the record history

In SQL Server databases, you might be able to view the history of the changes that are made to records in the database (provided your organization uses this feature). How far back the history goes depends on how frequently your system administrator archives this data.


  1. Select the records to view:
    • In any list of records, right-click on one or more selected records, and from the menu, select Show History.
    • With a record open, click History.
    Note: If Audit History is not configured, these menu commands are missing.
  2. To select further records of interest, open the Audit History Viewer, and click Select.
  3. Refine your selection:
    • Filter the records that are displayed by user, entity and link type, and by time.
    • To display all records touched by a specific user, in the Records to display area, select All records used by and select the username from the list. The selected username is displayed as a reminder.
    • To filter by entity and link types, in the Types to display area, select the entities and link types.
      Note: Only types with records in your selection are listed, and the records for a selected type are displayed only when the appropriate checkbox is turned on.
    • To filter by time, in the Time period to display area, select a time period.
    Note: Depending on the database, the number of times the records have been viewed, but not edited, is displayed in the Views column. Viewing includes all the following activities: listing in a record list, opening a record, listing or viewing in the Audit History.
  4. Select the information to display in the edit history:
    1. Make sure that by all users is selected from the Show Edits list.
    2. Select from the following options:
      • Show Headers - to hide or show the shaded line that displays either the date/time/username or the field name. You cannot expand and collapse when this option is turned off.
      • Plus - to expand the history.
      • Minus - to collapse the history.
      • Audit - groups the entries by the name of the user who worked on the record and when they were created, updated, or deleted.
      • Field - groups the entries by the data that has been added, updated, or deleted. Click again to sort in ascending or descending order by date edited.
      • Edits - displays a history of the changes to the record (only available if the database is set to audit level 5)
      • Views - displays a history of who viewed the record and when (only available if the database is set to audit level 5)
    3. To display the history for a specific user, from the Show Edits list, select the username.


The history of edits area shows information on the changes that are made to the selected record:
Field Name The old and current values.
Edited by The logon name of the user who made the change.
Date Edited The date and time of the change.
Reason If required by the database, the reason given by the user for making the change.
OS User The Windows™ name of the user made the change.
Machine Name The machine that the user was working on.
Location The location as entered in the User Information.
iBase Change When is turned off, the update was made outside iBase.
Extra Detail You might see an Extra Detail column that displays additional information for the current record.
More data might be shown for each record, including:
  • The name of the icon if an alternative icon is assigned to the record.
  • The icon color (which is blank if the standard icon color is used)
  • The record status (applicable only if Soft Delete is used). The record status can be Soft Deleted, Normal (the record has been soft deleted and restored), and Purged.
  • Security Classification, the old and new SC code (if this feature is used and if you have authority to view this information)
Some information can be displayed that you do not usually see, such as the date the record was created and the record ID.