Note: This article describes the default behaviour of a highly configurable system. Your granting program may appear or behave differently depending on user permissions and custom configurations. If you do not appear to have access to everything you need, use the Help > Request Help link to request additional permissions.
The email template audit log tracks changes made to each email template so you can quickly confirm who updated a template, what changed, and when it happened. Use it to support compliance, troubleshoot unexpected edits, and compare historical versions of a template. For steps to change template content, see Editing existing email templates.
This article covers Configuration > Manage Emails in Grants Advanced, where the history action is labelled Review History. If you manage templates from Tools > Email Manager, use Managing email templates instead. That interface uses Actions > Audit Log.
The audit log retains history from when the feature was enabled, and entries cannot be deleted or edited.
Reviewing the audit log
Each email template has its own audit log. When you open a template from Manage Emails, the template detail page displays the template content in the main area and a More Actions section in the right panel. More Actions is not a tab. It is a list of links in the sidebar, alongside actions such as Edit Email and Preview.
Review History appears in More Actions when email template audit logging is enabled for your program.
- Open Configuration in the main navigation menu and select Manage Emails.
- Select the email template name you want to review.
- Select Review History in the More Actions section of the right panel.
- Review the list of changes for that template.
To review a different template, return to Manage Emails and select another template.
The audit log table shows one row per change. Each row includes the following columns:
| Column | What it shows |
|---|---|
| Date | When the change occurred (shown with a UTC label) |
| User | Who made the change |
| Type | What kind of change occurred (in Reviewing audit log event types) |
| Details | A summary of what changed. For some event types, a Show all changes link opens the full before/after breakdown. |
Reviewing audit log event types
Common audit log event types include:
| Event type | What it means |
|---|---|
| Email Template Created | A new template was created. |
| Email Template Modified | Template fields were updated on the published template. |
| Email Template Published | The template was published. |
| Email Template Version Restored | A previous version was restored. |
| Email Template Draft Updated | A draft version was saved. |
| Email Template Draft Reset | Draft changes were discarded. |
| Email Template Attachments Updated | Attachments were changed. |
| Email Template Configuration Added | Usage settings were added. |
| Email Template Configuration Deleted | Usage settings were removed. |
When a previous published version is restored and template fields change, the log records both Email Template Version Restored and Email Template Modified. The Version Restored entry shows a summary in Details (for example, that the template was restored to a previous version). The Modified entry records the field-level changes as a summary. Neither restore-related entry shows a Show all changes link.
Reviewing detailed changes
Show all changes appears in the Details column for Email Template Published entries. For other event types, including Email Template Modified, the Details column shows a summary only (for example, "Email template edited.").
When you publish changes, the log may include both an Email Template Published entry and an Email Template Modified entry if template fields changed. Field-level before/after values are stored with the Email Template Modified entry. Selecting Show all changes on a Published entry opens the modal for that published event, which may show No changes recorded when field-level diffs belong to the related Modified entry instead.
When Show all changes is available:
- Find the entry you want to inspect in the audit log table.
- Select Show all changes in the Details column.
- Review the Email details audit log modal.
The modal lists only the fields that changed in that event. The modal does not list every template field on every entry.
For most changed fields, the modal shows a Changed from value (before) and a To value (after). Fields that were not part of the change are omitted.
The Body field works differently when it changed:
- The modal shows Edited instead of inline before/after text.
- Select Show full difference to expand the new and previous versions of the email body.
If no field-level changes are available for an entry, the modal shows No changes recorded.
Fields that may appear when they changed include:
- Name and subject
- To, CC, and BCC
- From and reply-to addresses
- Language, types (tags), and library
- Body
Filtering and searching entries
Use filters and search to narrow results and find changes faster:
- Set From Date and To Date to filter by date range.
- Select a user from the dropdown.
- Enter text in Find / Filter to search by event type name, description, or user name (for example, Published or Modified).
You can also:
- Sort entries by selecting a column header (ascending or descending).
- Move through pages using the pagination controls.
- Adjust the number of entries shown per page.
Exporting audit log data
Export audit logs to Excel for offline analysis, reporting, or archiving.
Exporting all matching entries
- Apply any filters you need.
- Select Export, then Export All.
- The Excel file downloads automatically.
Exporting selected entries
- Select the checkboxes for the entries you want to export.
- Select Export, then Export Selected.
- The Excel file downloads automatically.
The Excel file includes:
- All audit log columns (date, user, event type, and more)
- Detailed field changes (before and after values)
- Timestamps and user information