The History field is a special embedded table data type that is automatically generated for new tables. This field type creates date- and user- stamped history records of all edits and events that occurred in a record, in order to maintain a history of everything that happens in the system. This is a critical resource for storing data that is used by reports and rules and should never be deleted. In addition, history provides a full audit trail of all changes made to a record with snapshot capability that shows what a record looked like after any set of changes.

Since the history field is included and added to the table wizard and record layout by default, you cannot directly add a history field.

Viewing Record Histories

To see past changes and versions of a record:

  1. Go to the History tab in a record and navigate between the items in the History Events section. 
  2. Click the Lookup icon next to any item. This opens the History Details screen for that change.
  3. Click View [Record] After Change to see details about that specific modification. For example, if a record change was triggered by a rule due to another record's modification, History displays the table and record IDs that triggered the record change as clickable links.

Options for Tracking History

In new tables, all fields are selected by default. You should remove fields from history only if you are certain you don't need to review past changes to those fields. Removing fields from history can make it more difficult to recreate past changes to records, but it can improve system performance and minimize the space taken up by history entries. It also limits some other features, such as removing the fields from the Advanced Search drop-down field list, and making the fields unavailable to saved searches that rely on the History field. Fields that aren't tracked by History but are used in saved searches, actions, or rules are also included in reports in the integrity manager.

There are some fields in a table which will never change and can potentially be removed from the History record, such as Date Created, ID, Created By, and Demo Data. If you remove a field from history tracking, when you view a history snapshot by clicking View [Record] After Change, that field's value will show as "Not tracked" or, if it is a multiple linked field, "No records."

Since the History database table can end up being very large - in some cases exponentially larger than the source tables it is reporting from - there can be issues with the database management that make removing certain fields a design consideration. By default,  the system stops creating new History entries after a time-based rule makes more than 100 changes to a record. This prevents the KB from exhausting disk space as a result of misconfigured rules that frequently update records. If you have access to the Admin Console, you can change this number or disable this behavior by editing the Max History Size global variable.

To change how fields are tracked in history:

  1. Go to Setup Table > Fields and edit the History field.
  2. Go to the Options tab.
  3. Change 'All fields' to 'Selected fields' if you want to remove some fields from being tracked. Click the magnifying glass to select the fields you do want to track in the History field.
  4. When a tracked field is edited, that field's name is listed in the History field. If you want to also show the new value for any tracked fields, select those fields in the "Show the new value" selection list.
    Select which fields are displayed in the history details
  5. Choose whether to automatically add new fields to the list of selected fields. Due to the potential size of History tables, selecting this option can cause major database load issues, since the field has to be added to every history record for the table. You can clear the "Auto-add new fields to History" checkbox and instead schedule the History update to minimize database workload.

    During the implementation phase, when lots of history entries are created and periodically cleared out, you can grant select users the permission to modify the History field by going to the Field Permissions tab of the Table Permissions wizard. This permission should be granted only to admins, and revoked when the system moves into production. For instance, you might set up an admin-level timed rule that deletes previous history records, so the history of the record doesn't weigh down the updates for timed rules.


  6. Choose when to create a history entry:

  7. Save your changes.

History Settings and Rules

In addition to the settings in the History field of a specific table, rules have their own settings for how their changes are tracked in history entries. If you need to troubleshoot a large amount of history entries, it's important to understand the interaction between History field settings and rule settings.

If your History field is set to record a history entry "Whenever a record is saved," the system evaluates the rule's settings and creates a history entry accordingly. If your History field is set to record a history entry "Only when at least one field tracked by history is changed," that setting is considered in addition to the settings of the rule when the system determines whether to create a history entry.

Cells are highlighted in blue when a rule results in the system checking the History field settings.

Always record history entries

This matrix assumes the History field is set to "Only when at least one field tracked by history is changed" and the rule is set to "Always record history entries." Review each intersection to see how rule modifications determine when history entries are created.


Rule modified fieldsRule didn't modify fields
Rule actions executed successfullyCreate history entryCreate history entry

Rule actions didn't execute successfully

Check History field settingsNo history entry

Only record history entries when record is modified by actions called by the rule

This matrix assumes the History field is set to "Only when at least one field tracked by history is changed" and the rule is set to "Only record history entries when record is modified by actions called by the rule." Review each intersection to see how rule modifications determine when history entries are created.

Rule modified fieldsRule didn't modify fields
Check History field settingsNo history entry

Do not record history entries

When the rule is set to "Do not record history entries," history entries are never created by the rule, and the History field settings are ignored.


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