Finding the change history

Illizeo keeps a history of changes: you can find what changed for an employee, who did it and when, and see their situation as it was on a given date. This article presents the profile “History” tab, the history of dated sections, then the history of a role and of working time. It is intended for HR, managers and administrators.

Before you start #

• The profile History tab has no permission of its own: each line only appears if you can see that data, about that person, in its original screen. The tab appears as soon as at least one source is visible to you. An employee can therefore view the history of their own profile, limited to what they are allowed to see there.
• The history of a dated section requires the History level on that section, in the role matrix.
• The history of a role and the time management history require their own permissions, listed below.
• Permissions are set in Settings › Manage Employees › Employee Roles. See Permissions & roles.

The profile History tab #

Open the employee’s profile, then the History tab: “Everything that changed for this person, most recent first.” Lines are grouped by day.

The tab brings together changes across the whole profile: profile (dated sections, contact details, dependents, emergency contacts, bank account), contract and roles, absences, attendance, scheduling, pay, expenses, documents, performance, onboarding and offboarding, remarks and, depending on the modules installed, Swiss payroll, Moroccan payroll and referrals. The buttons above the list filter on one category; All brings them together.

Each line shows:

• the data concerned and what happened to it: added, changed, deleted, ended, etc.;
• the time, and the author: “by” a person, “by the system” for an automatic process (recalculated leave entitlements, automatic step), or “by Illizeo support”;
• when someone signed in as another employee, both names: the account used, then in brackets the person who was really acting, after “acting:”;
• the Effective date, when the data carries one;
• the changed fields, with the old value then the new value.

For sensitive data (bank account, pay, text of a remark or an interview), the line names the changed fields with the words “values not shown”. Click Load more at the bottom of the list to go further back in time.

The history of a dated section #

Some profile sections are dated: each version carries an effective date, such as job information. Their history keeps every successive version.

1. On the profile, in the section header, click the History clock icon.
2. The “Change History” window lists the records on the left, most recent first, with a search field.
3. Click a record: the right-hand side shows its Effective as of date (with “Scheduled” if it takes effect later), its values, and the Modified by block with the author and local time.

To see the situation on a past date, click Snapshot, then choose a date in Select a date. The window shows the state of the section on that date, with the names of organisation entities as they were at the time.

Adding, correcting or deleting a version is part of updating the profile and requires other permission levels on the section.

The history of a role #

In Settings › Manage Employees › Employee Roles, a role’s History tab lists its changes: permissions, members added or removed, scope, exclusions, activation, with the author and date. It requires the “View the change log” permission and shows the last 200 changes. See Permissions & roles.

The time management history #

Settings › Time Management › Time management history shows who changed what, and when, in the time and absence settings, on-call, public holidays, absences and clockings. It requires the “Time management history (time and absence audit log)” permission. The page works like the user logs, with the same filters and the same export.

Good to know #

• Dated sections keep their whole history. The other lines of the History tab come from the activity log: ordinary entries disappear beyond the retention period set in the user logs (6 to 12 months).
• The History tab shows what changed. Views (who read pay or bank details) can be read in the GDPR audit log, and sign-ins in the user logs.
• Changes to reference data (absence types, positions, teams) do not concern any particular employee: they do not appear on the profile, but in the user logs and the time management history.

FAQ #

Why does a manager see fewer lines than I do on the same profile? #

Each line follows the permissions of the data it concerns. A manager who cannot see their team’s pay does not see the pay lines in the history either.

An old change has disappeared from the History tab. #

It is probably older than the log retention period. If it concerned a dated section, find it in that section’s history.