History, Versions and Trash

Qik records every change made to your data: who changed what, and when. From any record you can look back through its history, open it exactly as it was at an earlier point, and put that version back. Deleted records go to the trash first, so they can be restored until someone erases them for good.

Key ideas

• Log — an entry recording something that happened: a record created, updated, deleted or restored, someone signing in, an automation running, and so on. Logs can't be edited.
• History — the log entries for one record, newest first.
• Version — what a record looked like after a particular change. Any earlier version can be rebuilt from the history.
• Trash — where deleted records go. A deleted record is hidden everywhere but still exists, and can be restored.
• Erase — permanently removing a record that is already in the trash. This can't be undone.

Viewing a record's history

1. Open the record.
2. In the footer bar at the bottom of the page, click Show log. The log opens in a panel on the right (drag its edge to make it wider).
3. Entries are grouped by year, month and day. Each one shows what happened (for example "'Jane Smith' was updated"), who did it, the time, and how long ago.
4. Click an entry to see its full details.
5. Click Hide log to close the panel.

The footer also shows the record's status and when it was Last updated. The log updates live, so if a colleague saves a change while you have the record open, their entry appears straight away.

Viewing and restoring a previous version

1. With the log open, find the change you want to go back to and click its undo (↺) button.
2. Confirm View Previous Version. The record reopens exactly as it was at that point, with a warning banner across the top showing you're viewing an older version.
3. Review it. Nothing has changed yet: you're only looking.
4. To restore it, click Save. The saved version becomes the current version of the record, and the restore is itself recorded in the history, so it can be undone the same way.
5. If you don't want to restore it, click Close without saving.

Some entries, such as automation runs, don't have a version to go back to, so they have no undo button.

Tip: restoring a version replaces the whole record with that version. If other useful changes were made after it, note them first so you can re-apply them after saving.

Who can see history and versions

A record's history and past versions are available to:

• Account Administrators, always;
• anyone who can edit that record; and
• anyone whose role includes permission to view all logs for the organisation.

People who can only view a record can't see its history. Changes are also filtered by field permissions: if someone isn't allowed to see a field (such as a private medical note), changes to that field are hidden from them in the history and in past versions, too.

The organisation-wide log

If you have access to logs, go to System in the sidebar. The Logs panel shows the most recent activity across your organisation; click View All for the full, filterable list. This is useful for questions such as "who deleted that event?" or "who signed in last night?".

How long history is kept

The history of changes to your records is kept indefinitely, so you can go back to any earlier version. The detailed logs of individual automation (action) runs are kept for a short time only — about two days — because they're only useful for troubleshooting.

Deleting records

1. Open the record and click ⋯ (More options), then Delete. Or, in a list, select one or more records and choose Delete from the selection actions.
2. Confirm when asked.

A deleted record is moved to the trash: it disappears from lists, searches, smart lists and pickers, and is stamped with a deletion date. Its history is kept.

Deleting a login has a special meaning: it blocks that person from signing in. See People, Users and Logins.

Finding and restoring deleted records

Each content type has its own trash, which lists only deleted records and adds Is Deleted and Deletion Date columns. To open it, go to the type's list and add /trash to the end of the address — for example app.qik.dev/content/article/trash for articles.

To restore:

1. In the trash list, select the records you want back (or open a deleted record directly if you have its link).
2. Choose Restore from the actions and confirm.

The record returns exactly as it was when it was deleted, and the restore is recorded in its history.

Erasing records permanently

To remove a record completely, it must already be in the trash:

1. In the trash list, select the records.
2. Choose Erase and confirm. The warning reads "This action can not be undone and data will not be able to be recovered."

Erased records can't be restored. Use erase when you have a genuine reason to remove data permanently, such as a privacy request; otherwise, deleting is safer.

Records in the trash aren't erased automatically.

Permissions for deleting, restoring and erasing

Deleting, restoring and erasing are separate permissions in a role, and each can be granted for any record of a type or only for records the person owns (created or is marked as an owner of). Like other permissions, they apply within the scopes where the role is granted. A common setup is to let editors delete and restore, and keep erase for administrators only. See Roles and Permissions.

Tips

• Before a big clean-up, check who can restore. If only administrators can, warn your team that deleted records will need an administrator to bring them back.
• Prefer setting a record to inactive over deleting it when you might still want to find or report on it. Inactive records are left out of lists by default but can still be filtered for, whereas deleted records only appear in the trash.
• When something changes unexpectedly, the record's log is the quickest way to find out whether a person, an app or an automation made the change.

FAQs