Administrators often require detailed insights into user activity, including specific actions such as file access, viewing duration, and other related operations. Additionally, there's a need to track users responsible for file movements, deletions, and other critical operations. The Activity log serves as a comprehensive and customizable report that meets all these requirements.

To find the Activity log, go to the Reports section in the left panel and select Activity log in the list.

Overview of the activity log

The activity log offers a range of actions and filters to provide precise insights. Available actions include:

Filtering by event type: we have defined and grouped different event types from which admins can choose to filter the report: All actions, Users and groups, Project, and Files and folders.
Detailed filtering: within each report type, further filter by Action, Author, and Time period for granular insights.
To gain more information, click on an action and the side panel will open.

With clear visibility into participant actions and comprehensive filtering options, the activity log empowers administrators to effectively monitor and manage project activities.

💡 Activity log offers the added advantage of being exportable to an Excel file, which can then be included in the USB drive. Ensuring transparency and accountability throughout the project lifecycle.

Side panel

The side panel is activated when clicking on an action. To learn more, read How to use the event side panel article.

Filtering by event type

Select from the dropdown the particular event type needed.

All actions: filter report by all events across the project, ranging from User group creation to simply signing in.
Users and groups: highlight events from specific users and groups.
Project: events pertaining to the project itself, such as changes to the project settings.
Files and folders: with the ability to select specific targets.

The list of All actions

Documents

Action	Description
Searching	User searched for content within the project’s documents
Folder created	A new folder was created
File uploaded	A document was uploaded to the room
New version added	A new version of an existing file was uploaded
Version deleted	A specific file version was deleted
Previous version restored	An earlier file version was restored as current
Folder renamed	A folder's name was changed
File renamed	A file's name was changed
Folder deleted	A folder was moved to the recycle bin
File deleted	A file was moved to the recycle bin
File labels updated	Labels on a file were changed
Folder labels updated	Labels on a folder were changed
Folder status updated	A folder was published or unpublished
File status updated	A file was published or unpublished
File translated and downloaded	An AI-translated version of a file was downloaded
File viewed	A user opened/viewed a file
Fence view enabled	“Fence view” mode was turned on for viewing
Fence view disabled	“Fence view” mode was turned off
Encrypted file downloaded	File downloaded in encrypted format
Original file downloaded	File downloaded in its original, unprotected format
File printed	A file was printed
PDF downloaded	File downloaded as a converted PDF
File link downloaded	A downloadable link to the file was generated
File restored	A file was restored from the recycle bin
Folder restored	A folder was restored from the recycle bin
Folder deleted from recycle bin	A folder was permanently deleted
File deleted from recycle bin	A file was permanently deleted
Extracting files	Files were extracted (e.g., from a recycle bin)
Folder moved	A folder was moved to a different location
File moved	A file was moved to a different location
Index rebuilt	The document index/numbering was regenerated
Index exported	The document index was exported
Recycle bin index exported	The recycle bin contents list was exported
Folder copied	A folder was duplicated
File copied	A file was duplicated
File unredacted	A previously redacted file was restored to unredacted form
Redaction draft deleted	An in-progress redaction draft was removed
Redaction applied	Redactions were applied to a file
Redaction draft saved	An in-progress redaction was saved without applying
Unredacted file downloaded	The original, unredacted file was downloaded
External link created	A shareable external link to a file was created
External link deleted	A shareable external link was removed
External link edited	Settings of an external link were changed
External link sent	An external link was sent to a recipient
File viewed via external link	A file was opened using an external link
Feedback on external link left	A recipient left feedback via an external link
File downloaded via external link	A file was downloaded via an external link
Due diligence checklist created	A DD checklist was created
Due diligence checklist deleted	A DD checklist was removed
Due diligence checklist edited	A DD checklist was modified
Due diligence checklist shared	A DD checklist was shared with users
Due diligence checklist downloaded	A DD checklist was exported/downloaded
Due diligence checklist viewed	A DD checklist was opened
Document sent for signature	A file was sent out for e-signature
E-signature file viewed	A file pending signature was viewed
Document signed	A recipient signed the document
Signature request canceled	An e-signature request was canceled
E-signature file downloaded	A signed/pending file was downloaded
E-signature file copied	An e-signature file was copied
E-signature file deleted	An e-signature file was deleted
Notification sent	A system/user notification was sent
Generate index summary	An AI-generated summary of the index was requested
Index summary sent	The AI index summary was sent to a recipient

Participants

Action	Description
Sign-in	A user logged into the project
Participant invited	A new user was invited to the project
Participant deleted	A user was removed from the project
Participant edited	A user's profile/settings were changed
Participant moved	A user was moved to a different group
Group edited	A group's settings were modified
Group created	A new user group was created
Group deleted	A user group was removed

Permissions

Action	Description
File permission applied	Access permissions were set/changed on a file
Folder permission applied	Access permissions were set/changed on a folder
Permissions exported	A permissions report was exported

Q&A

Action	Description
Q&A activated	The Q&A workflow was set up for the project
Q&A settings updated	Q&A configuration was changed
Q&A threads exported	Q&A conversation threads were exported
Question team created	A new Q&A question team was created
Question team edited	A Q&A question team was modified
Question team deleted	A Q&A question team was removed
Message created	A Q&A message was posted
Message edited	A Q&A message was modified
Message deleted	A Q&A message was removed
Thread priority updated	A Q&A thread's priority was changed
Thread category updated	A Q&A thread's category was changed
Thread status updated	A Q&A thread's status was changed
Thread deleted	A Q&A thread was removed
Question assigned to expert	A question was routed to an expert
Question unassigned from expert	A question's expert assignment was removed

Reports

Action	Description
Report exported	An activity report was exported
Report viewed	An activity report was opened
Report sent	A report was emailed to a recipient
Subscription created	A recurring report subscription was set up
Subscription updated	A report subscription was modified
Subscription deleted	A report subscription was removed

Project settings

Action	Description
Project created	The data room/project was created
Project status updated	The project's status (e.g., active/closed) was changed
Settings updated	General project settings were changed
Closure scheduled	A future project closure date was set
Scheduled closure canceled	A scheduled closure was canceled
Full document translation consent accepted	User consented to AI translation of a document
Label group created	A new label group (category of tags) was created
Label group edited	A label group was modified
Label value created	A new label/tag value was added
Label value edited	A label/tag value was modified
Label value deleted	A label/tag value was removed
Terms of access created	A terms-of-use agreement was created
Terms of access updated	Terms of use were modified
Terms of access deleted	Terms of use were removed
Terms of access accepted	A user accepted the terms of use
Terms of access downloaded	Terms of use were downloaded

Project archiving

Action	Description
Archive order edited	An archive request was modified
Archive order placed	A request to archive the project was submitted
Archive downloaded	The project archive file was downloaded

Users and groups

With filter by Users and groups, you may specify which users and groups you wish to examine from the dropdown that's provided.

The Action dropdown offers an additional layer of granularity, allowing you to further narrow down your search within Users and groups by:

User invitation, deletion, editing, and moving.
Group creation, deletion, and editing.
User list exporting.
Sign-in.
Terms of use accepting, downloading, creation, deletion, and updating.

Files and folders

With filter by Files and folders, you are presented with additional options to drill further into the information.

With the Action dropdown, you can further filter down the results by:

File and folder permissions applying.
Current permissions exporting.
Searching.
Label settings editing.
Detailed actions over files and folders, spanning from file viewing to external link sending.

💡 Use the search bar within the Action dropdown to quickly find the action you need.

You can select which files and folders are required from the project tree, respectively.

The Include subitems toggle allows easy navigation through the folder structure.

Project

With filter by Project, you can get more insight into the activities, such as:

Room creation and room settings changing.
Report viewing, sending, and exporting.
Report subscription creation, editing, and deleting.
Archive order editing, placing, and project archive downloading.

Exporting report

In the top-right corner of the activity log, you will find the Export button.

This has two options:

Download report: which downloads the report with its current filter settings as an Excel file to allow for deeper analysis.
Email report: this allows you to email the report to any participant collaborating on the project.

Subscribing to report

Just like the other subscriptions, you caedit theit name, frequency of report delivery, reporting period, and when to start sending the report.

For ease of use, you will also find the report details on the right of this screen. So you can make sure the report is configured exactly how you need.