ERPNext Foundation ERPNext Cloud User Manual Blog Discuss Frappé* Donate

Document Versioning / Audit Trail coming in 7.3 [WIP]


#1

Detailed blog post: https://frappe.io/blog/erpnext-features/versioning-and-audit-trail

Some screenshots:




Status of Audit Trail or How to Implement
Document status tracking
Audit Trail - Missing conversation
Past year data to keep history
#2

cool … thanks for the efford


#3

@rmehta Just to be clear, this isn’t changing how you modify a document such as a purchase order, correct? In order to modify it, you’re still going to need to cancel the order, then amend, save and submit it, right?


#4

This is an awesome feature and I remember that people were asking about it from time to time.
@corbincavolt, no, versioning is about tracking all those actions as canceling, amending, saving, submitting and so on. Read more about this feature at Frappe blog.


#5

Feedback and recommendation from experience:

  1. Using something like INV000032 for version 0 and INV000032-1 for version 1 will likely create confusion + duplication. Vendors or customers receiving INV000032-1 may think it is a new invoice (or order or delivery note or etc.). Then, you have duplicate shipments or complaints or ?

  2. What happens at version 11? INV000032-10? If so, any sorting issues due to have -1 and -10, etc.?

  3. Recommendation: on documents, show document ID and version number as separate fields to eliminate confusion.

  4. Based on experience and the web, I believe “revision” and not “version” is the appropriate term for this feature. See some references on this below. It is a critical difference and if you do not agree, at least be aware of the different terminology.


http://www.product-lifecycle-management.com/plm-revision-version.htm (lengthy but detailed)
http://www.qualitysystems.com/support/qst/document%20control/versions-and-revisions
http://www-01.ibm.com/support/docview.wss?uid=swg21180160
http://stackoverflow.com/questions/1056912/source-control-vs-revision-control/1056947#1056947
http://beyondplm.com/2014/03/06/how-to-manage-document-versions-revisions-and-part-numbers/
https://archive.sap.com/discussions/thread/1293885


#6

@strixaluco I agree, it’s definitely an awesome feature and I’m really excited to start using it! Also, I read the blog before commenting, I just wanted to confirm that this was only adding functionality, not changing existing functionality, and you’ve answered that for me, so thanks.


#7

That is the objective too! INV000032 is different from INV00032-1 - so if it is important to get the correct reference.

The new feature is only an addition to the current submit-cancel worklfow!


#8

I have seen issues many, many times. In our AP/AR + sales order processing + purchasing departments and in the same departments of suppliers and customers. Example scenario for clarity:

  1. Worker 1 at supplier receives our PO 1111 and enters the PO into their system as a SO. 15 each PN ABC on order.
  2. We revise the PO to 1111-1 to change the ship to address (example) and send it to the same supplier. Worker 2 at supplier receives our PO 1111-1 and enters our PO as a NEW SO and not as a revision to PO 1111.
  3. Result: 15 each PN ABC get shipped to Address 1 on PO 1111 and 15 each PN ABC get shipped to Address 2 on PO 1111-1. Duplicate order when that is not what was intended.

Recommended: change to “PO 1111 Revision 1” from “PO 1111-1”. Yes, can be done by way of form modification, etc. but use of - (dash) to identify a new revision is not standard. - can be used for many other purposes.


#9

@user002 Subtle difference, but makes an awful lot of sense.


#10

Could probably make sense (whishlist) to expose this as a config parameter. That way, each company can use their own revision naming convention.


#11

I proposed some changes to document versioning a while back that I “think” might address some issues people are facing with the numbering. A few of us have issues with tracking jobs and documents as soon as a version number is added.


Revisioning System for non-submittable DocTypes
#12

This is a great feature. Unfortunately it did not come to my rescue when my client lost terms and conditions in a quotation. These don’t seem to be logged. Not even in the Terms and Conditions document itself changes are not logged.

After a number of edits over the last few minutes. I only get a limited trail, i.e. creation time

Seems there’s a selected line of documents which are Versioned and not others?


#13

Yes some doctype s are versioned by default and some not. Ie contacts isn’t.

But you can add versioning to any doctype by selecting Customise and ticking the relevant box there.

I presume not all doctypes have versioning enabled as it would bloat the dB too much with little gain


#14

Thanks, i.e Track Changes


#15

It may be worth considering text diff or equivalent (e.g. 1, …) for fields like content in Notes, i.e for fields with considerable amount of text.

See example below:

@rmehta