Activity Log
Shaari records every significant action taken within your tenant, creating a comprehensive audit trail that you can search, filter, and review at any time. The Activity Log helps you understand who did what, when they did it, and what changed.
What the Activity Log Tracks
The Activity Log captures actions performed by all users in your tenant. Each log entry includes:
- Timestamp --- The exact date and time the action occurred
- User --- The name and email of the person who performed the action
- Action Type --- The type of operation (create, update, delete, etc.)
- Entity Type --- What kind of record was affected (invoice, customer, employee, etc.)
- Entity ID --- A reference to the specific record
- Details --- A summary of what changed, including before and after values where applicable
Activity log entries are immutable. Once recorded, they cannot be edited or deleted by any user, including Admins. This ensures the integrity of your audit trail.
Viewing Activity History
To access the Activity Log, navigate to Settings > Activity Log from the sidebar. The log is displayed as a chronological list with the most recent entries at the top.
Each entry is presented as a card showing the action summary, the user who performed it, and the timestamp. Click on any entry to expand it and see the full details, including field-level changes for update actions.
The log loads incrementally as you scroll, so you can browse through your entire history without performance issues.
Filtering the Activity Log
The Activity Log provides several filtering options to help you find specific entries:
Filter by Action Type
Narrow the log to a specific type of action:
| Action Type | Description |
|---|---|
| Create | A new record was created (new invoice, new customer, etc.) |
| Update | An existing record was modified (status change, field edit, etc.) |
| Delete | A record was removed |
| Archive | A record was archived |
| Restore | An archived record was restored to active status |
| Export | Data was exported |
| Login | A user logged into the tenant |
| Logout | A user logged out |
| Permission Grant | A permission was granted to a team member |
| Permission Revoke | A permission was revoked from a team member |
| Legal Hold Apply | A legal hold was applied to a record |
| Legal Hold Remove | A legal hold was removed from a record |
Filter by Entity Type
Focus on actions related to a specific type of record. Entity types include:
- Purchase Invoices
- Sales Invoices
- Credit Notes
- Debit Notes
- Quotations
- Contracts
- Customers
- Suppliers
- Products
- Employees
- Departments
- Attendance Records
- Leave Requests
- Payroll Runs
- Projects
- Categories
- Custody Records
- Team Members
- Settings
Filter by Date Range
Select a start and end date to see only the activity within that period. Useful for audits covering a specific month, quarter, or fiscal year.
Filter by User
Select a specific team member to see only their actions. This is helpful for reviewing a particular person's work or investigating an issue.
Combining Filters
All filters can be combined. For example, you can view all Delete actions on Sales Invoices by a specific user during the month of January. The filters work together to narrow the results progressively.
Activity Types in Detail
Create
Logged when a new record is added to the system. The details section shows all the fields that were set during creation.
Examples:
- A new purchase invoice was uploaded and confirmed
- A new customer was added to the database
- A new employee record was created in HR
Update
Logged when an existing record is modified. The details section shows which fields changed, with the previous value and the new value side by side.
Examples:
- An invoice status was changed from Draft to Confirmed
- A customer's phone number was updated
- A team member's permissions were changed
Delete
Logged when a record is removed from the system. The details section captures the state of the record at the time of deletion.
Examples:
- A draft invoice was deleted
- A category was removed
- A team member was removed from the tenant
Login
Logged when a user authenticates and accesses the tenant. Includes basic session information.
Logout
Logged when a user explicitly signs out. Distinguishes between manual logout and session expiration.
Audit Trail for Compliance
The Activity Log serves as a formal audit trail suitable for regulatory compliance and internal governance:
Data Integrity
- Entries are append-only and cannot be modified or deleted
- Each entry is timestamped with server time to prevent manipulation
- User identity is captured from the authenticated session, not user input
Retention
Activity log data is retained for the lifetime of your tenant. There is no automatic purging. If you need to export historical data for long-term archival, use the export function.
Export
You can export the activity log to CSV format for offline analysis or submission to auditors. The export respects your current filters, so you can export a targeted subset of entries rather than the entire history.
For compliance audits, set your filters to the relevant date range and entity types before exporting. This produces a focused report that is easier for auditors to review than the full log.
Who Can Access the Activity Log
Only users with the Admin role or Members with Full Access to the settings permission section can view the Activity Log. This prevents unauthorized users from seeing who did what across the organization.
Common Use Cases
Investigating Data Changes
If an invoice amount looks wrong, open the Activity Log, filter by the invoice's entity type, and search for the invoice number. You will see every change made to that record, who made it, and when.
Monitoring Team Activity
Filter by a specific team member to review their recent actions. This is useful during onboarding to verify that new team members are following your processes correctly.
Security Review
Filter for Login and Logout actions to review access patterns. Look for logins at unusual times, from unexpected locations, or failed login attempts that might indicate unauthorized access.
Period-End Auditing
At the end of a month or quarter, export the activity log for that period. This gives you a complete record of all business transactions and changes for your financial or regulatory review.