Submission History in Clappia

The History feature allows admins to view a detailed record of all changes made to a submission. This includes edits to field values, ownership changes, status updates, and version restorations. It provides full visibility into how a submission has evolved over time.

History is useful when you need to:

• Track what changes were made to a submission
• Identify when changes occurred
• See who made specific updates
• Restore a submission to a previous version

To access the History of a submission, open the app > go to the Submissions tab.

Select a submission and the details of the submission will appear on the right panel. Click on the three dots icon and you will get a drop down for more options. Click on the History option.

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A detailed view of the history of the submission, starting from creation of the submission, will be displayed.

History Views

The History panel now supports two different viewing modes to help admins understand submission changes more clearly:

• List View - Use it to see complete historical versions of a submission and access version-specific PDFs
• Diff View - Use it to quickly identify differences between versions using visual highlights.

You can switch between these views using the toggle icons available at the top-right corner of the History panel.

Both views display the same historical data, including field edits, status updates, owner changes, workflow-triggered updates, and other submission modifications.

List View

List View displays submission updates in a structured, chronological format.

Each entry shows:

• When the change occurred
• Who made the change (user or system workflow)
• The full state of the submission at that point in time

When you expand an entry, you will see the complete submission snapshot for that version. This includes:

• Field value changes
• Status updates
• Owner additions or removals
• Approval-related updates (if configured)
• Any changes triggered through workflows such as during Create submission or Edit Submission.

If a Print template is configured for the app, a PDF icon will be available next to eligible historical versions in List View. This allows you to download or view the PDF as it corresponds to that specific version of the submission.

• The PDF icon is shown only for previous versions of a submission.
• If a submission has only been created and no edits have been made yet, the PDF icon will not appear in the History list because there are no previous versions to display. Additionally, the latest (current) version of the submission does not show a PDF icon inside the History panel. The PDF for the current version can be accessed directly from the top section of the submission’s right-side panel, as usual.
• If changes are made to the Print Template, the generated PDFs (including historical versions) will reflect the latest version of the template. Previous template designs are not retained for older submission versions.

Use List View when:

• You want to review the complete submission version at a specific point in time
• You need to verify status, approval, or ownership transitions
• You want to access the PDF corresponding to a previous submission version (if a Print Template is configured)

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Diff View

Diff View highlights only the changes made during a specific update.

Instead of showing the full submission snapshot, it compares the previous version with the updated version and displays only what was modified.

Changes are colour-coded for clarity:

• Red – The previous value before the update
• Green – The new value after the update

This applies not only to field edits, but also to:

• Status changes
• Owner updates
• Approval-related changes
• Workflow-triggered updates

Unchanged data is not displayed in Diff View, making it easier to focus only on what was altered in that specific update.

Use Diff View when:

• You want to quickly identify what changed
• The submission contains many fields and you need a faster comparison
• You are auditing specific edits or updates

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Both views allow you to restore a submission to a previous version.

Restoring Submission Versions

When a submission has two or more updates, the History panel will show a restore icon next to each earlier version. This allows you to restore the submission’s data to any of those previous versions. You can also restore it back to the latest version at any time.

Each update made to a submission appears in the History panel as “Changed at …”, and expanding it shows what was modified. When you restore a submission to an earlier version, the History panel records this as “Rolled back …”, indicating which version the submission was restored to and when the restore action happened.

Restoring a submission only updates the data to the selected version. It does not trigger any workflows, even if workflows are normally set to run on submission edits. This ensures that restoring history is safe and does not cause any automated processes to run unintentionally.