File history

Full audit trail

Audit trails are automatically added every time an action takes place against each file. Every time you modify and update a document or whiteboard, Huddle will automatically overwrite the previous version and store a new one. By clicking on the ‘Version History’ tab, found on the overview page of every document or whiteboard, you will be able to see a full list of every version of the content. If required, you can click on each of the content versions to view the changes made and revert to a prior version should you need to.

When you click on the ‘Audit Trail’ tab, you will see that a time, date and user stamp has been recorded every time a document or whiteboard has been viewed, edited or updated. Consequently, you always know exactly who has accessed and used data and at what time. It is easy to identify who has read a document, modified content and downloaded files. If necessary, you can contact the relevant users to discuss changes to a document or why information hasn’t been read. Huddle’s audit trail allows for full accountability.

Huddle’s Tasks section also has audit trails, giving you visibility of all recent actions against your team’s tasks in an overlay. You can instantly view information in the action column, including what has changed and the person responsible for the update. You can see exactly how a task has evolved over time.

Document versioning

Huddle manages the full version history of every file. Lock files for editing and check them out of Huddle so that conflicting changes can’t be made. When you’ve saved your changes simply upload a new version and check the file back in again.

Sending emails with attachments to numerous people for the comments and feedback often leads to multiple versions of the same document being sent back and forth. This results in conflicting edits, confusion over which version of the file is final and time is often wasted merging everyone’s modifications and additions.

To prevent different users from editing the same document at the same time, Huddle has a strict check-out / check-in procedure for amending documents. Only one user may edit a file at any one time. As soon as a user clicks ‘Download and stop others from editing’ or ‘Edit online’, the file is locked out of the system. Other users may view the file, but are unable to save any changes they make.

The user who is editing a file can choose to ‘Upload a new version’ or ‘Unlock’ the document again. As soon as either of these operations has been completed, the file will be available once again for other users to edit.

If a file has been updated but a user wishes to access a previous version of the same document, it is simple with Huddle’s document versioning capabilities. In the version history, every saved version of a file is stored and available for you to access. You have visibility of the version number, any related comments on the document, who the version was added by, on what date and at what time.

This is particularly useful if information is accidentally overwritten or deleted from a document as you can easily access a previous version and retrieve the data.

Document versioning also allows for the easy comparison of two documents. If an older version of the file is preferred, it is easier to revert back to the previous content.

Whiteboard version history

Every time that you edit and update a whiteboard, Huddle will automatically overwrite the previous version and store a new one on top. To view how a whiteboard has evolved over time, simply click on the ‘Version History’ tab, which is available on the overview page of every whiteboard. You will see a full list of every version of the whiteboard. You can click on each of these and view it if necessary so that you never lose track of any changes made.

All feedback is collected, time stamped and fully searchable. You can easily keep track of who has done what with Huddle’s full Audit Trail feature.