--- title: "See a document's history: who viewed it and how its number changed" description: Use the History tab to see who has viewed, downloaded or printed a document, and why its number changed, then revert to a previous number. --- [Skip to content](https://help.safelinkhub.com/document-history#main-content) English Show submenu for translations [Contact us](https://help.safelinkhub.com/kb-tickets/new?hsLang=en) [![safelink](https://help.safelinkhub.com/hs-fs/hubfs/safelink.png?width=133&height=30&name=safelink.png)](https://safelinkhub.com/) Open main navigation Close main navigation - English Show submenu for translations - [Contact us](https://help.safelinkhub.com/kb-tickets/new) How can we help you? - There are no suggestions because the search field is empty. 1. [Knowledge Hub](https://help.safelinkhub.com/?hsLang=en) 2. [Using Workspace (General)](https://help.safelinkhub.com/using-workspace-general?hsLang=en) 3. [Working with Documents](https://help.safelinkhub.com/using-workspace-general?hsLang=en#working-with-documents) # See a document's history: who viewed it and how its number changed ## Check who has viewed, downloaded or printed a document, and see how and why its number has changed. ### Before you start You need the **View audit logs** permission in the workspace. If the **History** tab does not appear when you open a document, ask your Workspace Manager to give you this permission. Your organisation's plan must also include audit reporting, which is part of VDR Silver plans and above. If your Workspace Manager cannot give you the permission, ask your Licence Manager to contact [support@safelinkhub.com](mailto:support@safelinkhub.com). To revert a number, you also need permission to edit the document, and the **Numbering** app must be switched on. If **Numbering** does not appear in the Action Toolbar, ask your Workspace Manager to switch on the **Numbering** app for this workspace. ### Steps 1. **Open the document's History tab.** In **Documents**, open the folder and select the document's name. The document opens in the Show Pane. Select the **History** tab. ![](https://gitlab.com/-/project/25003918/uploads/24488bdce6c9687fff8dfe8775b271a0/document-history-step-01.png) 2. **See who has viewed the document.** **Viewed by** lists everyone who has viewed, previewed, downloaded or printed the document, most recent first. Each row shows how many times they did each, and when they last did so. Hover over the time to see the exact date and time. The five most recent people are listed first; select **Show all** to see everyone. - **Viewed**: opened in the Show Pane, Presentation View, Binder View, Spreadsheet Viewer, Chronology or Bundle. - **Previewed**: seen as a preview, for example when hovering over the document or using **Preview** in a bundle. - **Downloaded**: included in a download or export. Documents listed only in an export index are not counted. - **Printed**: sent to print. Anyone you do not have permission to see is shown without a name, but their activity is still counted. ![](https://gitlab.com/-/project/25003918/uploads/76f9003bf60ef871764fc35b0d4a4309/document-history-step-02.png) 3. **Check what each count includes.** Point to the information icon at the top right of the **History** tab. It summarises what each count includes and why a count may not change immediately. ![](https://gitlab.com/-/project/25003918/uploads/1561c68b0ed75ca779961096157ad5aa/document-history-step-03.png) 4. **Read a number change.** Number changes are listed under **Changes**, newest first. Each shows the old and new number, why it changed, and the person whose action caused the change. This is not always the document's owner. For example, if a colleague deletes another document in the folder and the folder renumbers, the change shows that colleague. ![](https://gitlab.com/-/project/25003918/uploads/61dc93942c9300460e1f0c293d4662c7/document-history-step-04.png) 5. **Open Numbering Properties.** Close the Show Pane and tick the document. In the Action Toolbar, select **Numbering \> Numbering Properties**. ![](https://gitlab.com/-/project/25003918/uploads/8ba3456f349735925a3e764d9952387d/document-history-step-05.png) 6. **Revert to the previous number.** Type the previous number in **Number**. Then tick **Lock numbering for this document**, so that the folder's numbering rules do not change it again, and select **Save**. ![](https://gitlab.com/-/project/25003918/uploads/a2dd3ff5ed409d6c99a44d7238bec3da/document-history-step-06.png)   ### What happens next The document's number changes immediately. The change is recorded on the **History** tab and in the workspace's audit log, with your name. While the number is locked, the folder's numbering rules leave it unchanged. You can change or unlock it at any time in **Numbering Properties**. ### Good to know - **Type the number before you tick Lock numbering.** While **Lock numbering for this document** is ticked, **Number** cannot be changed. To change a locked number, untick the box, type the number, then tick it again. - Number changes also appear in the workspace's Detailed Audit Report. - A change made automatically names the folder rule that caused it: **Renumber when a document or folder is moved** or **Renumber when a document or folder is deleted by default**. To change these rules, right-click the folder, select **Numbering \> Apply Numbering**, then **Show more options**. ### Questions **Why can't I see the History tab?** You need the **View audit logs** permission, and your organisation's plan must include audit reporting. Ask your Workspace Manager first. **Why hasn't the count gone up?** Previews and Binder View count once every 5 minutes per person. Documents still being processed cannot be viewed, so nothing is counted until they are ready. Activity can take a few seconds to appear, so close the Show Pane and open it again. **How far back does the history go?** Number changes are recorded from when the **History** tab was introduced. Changes made before then were not recorded. ### Need help? Need help? 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