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The audit trail
PropLink records every meaningful write to a tracked record: who did it, when, and what changed. This is the platform's contemporaneous audit trail. It is read-only, no user, including the Organisation Owner, can edit or delete audit entries.
What is recorded
| Event | What is captured |
|---|---|
| Create | The new record's body, the creating user, the timestamp |
| Update | The fields that changed, before and after, the user, the timestamp |
| Archive | The user, the timestamp |
| Restore | The user, the timestamp |
| Approval steps | The approver, the timestamp, any rejection reason |
| Send actions | The recipient, the channel, the timestamp |
| Permanent deletion | The user, the reason, the timestamp, a snapshot of the full record body |
| Sign-in events | The user, the IP, the device, the timestamp |
| Failed sign-in attempts | The email, the IP, the timestamp |
Reads are not recorded by default. Some sensitive reads (resident data exports, GDPR data-subject downloads) are recorded explicitly.
Where you see the audit trail
In three places:
- History and Notes panel
- Almost every record has a "History and Notes" panel at the bottom. It shows the audit trail for that record in reverse chronological order. Useful for tracking back when something has not behaved as expected.
- Audit logs page
- A central audit log under Settings → Audit logs. You can filter by user, by action type, by date range, by record type. Useful for compliance reviews and incident investigations.
- User profile
- Each user has an "Activity" tab showing every action they have taken. Useful for one-on-one reviews and for confirming who did something specific.
How long audit entries are kept
Forever, as long as the organisation exists. Audit entries are never compacted, summarised or deleted. If your organisation closes, audit entries are retained for the same retention period as the rest of the organisation's data, see Organisations and multi-tenancy.
Related
Last reviewed 10 May 2026.