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Activity log
The activity log records every change that someone makes to an item in your workspace: who made the change, when it happened, which field was touched, and the old and new values. It covers projects, tasks, invoices, proposals, contracts, contacts, forms, schedulers, automations, and more. Entries are kept for three years before the oldest are cleaned up automatically.
Opening the workspace activity log
The workspace-wide activity log is at Settings > Management > Activities. It shows every tracked change across the workspace in reverse chronological order. Each entry links back to the entity it describes, so you can click through from an activity straight to the project, invoice, or task it refers to.
Each item in your workspace also has its own Activities tab on the item page. For example, every task has an Activities tab alongside Details, Comments, Attachments, Timesheet, and Subtasks. The per-item tab is scoped to that entity; the settings-level log is scoped to the whole workspace.
What a log entry shows
Every activity entry carries a consistent set of fields so changes can be traced precisely.
| Field | What it shows |
|---|---|
| Who | The person who performed the action, or "System" for automated changes (automations, scheduled tasks, cron jobs). |
| When | Date and time the action was recorded. |
| Action | Created, Updated, Deleted, Moved, Sent, Opened/Viewed, Received, or Logged. Specialised sub-actions exist for automations, invoice subscriptions, custom fields, and time tracking. |
| Entity | The type and title of the item that changed (task, invoice, project, etc.), with a link back to it. |
| Field | For Updated actions, the specific field that was edited (title, due date, assignee, status, and so on). |
| From → To | The previous value and the new value, shown as "From %{oldValue} to %{newValue}". Empty values show as "From empty to X" or "From X to empty". |
| Show details | Expand the entry for the full old-value/new-value pair when the content is long (descriptions, rich text, lists). |
Action types
The log uses a fixed vocabulary for actions. Most everyday actions map to the first six rows; the rest apply to specific subsystems (automations, invoice subscriptions, custom fields, time tracking).
| Action | Meaning |
|---|---|
| Created | A new entity was added to the workspace. |
| Updated | A field on an existing entity was changed. The entry names the field and shows From → To. |
| Deleted | The entity was moved to trash. Permanent removal (30-day expiry or Clean trash) does not produce its own activity entry. |
| Moved | The entity was moved to a different parent (task to another group, file to another folder). |
| Sent | An invoice, proposal, contract, or email was dispatched to a recipient. The email log has the full delivery detail. |
| Opened/Viewed | A recipient opened an outgoing email or viewed a shared document. |
| Received | An inbound email or webhook payload was received and processed. |
| Logged | A system event was recorded (e.g., automation executed, webhook delivery, payment processed). |
Specialised sub-actions
| Area | Sub-actions |
|---|---|
| Time tracking | Started, Paused, Stopped |
| Custom fields | Added, Updated, Removed |
| Invoice subscription charges | Charge succeeded, Charge failed, Receipt sent, Payment-link email sent |
| Automations | Node created/updated/deleted, Automation executed, Automation failed to execute, and the full action set (Created, Updated, Deleted, Archived, Duplicated, Sent email, Sent in-app, Commented, Moved, Copied, API call) |
Per-entity Activities tab
Every project, task, invoice, proposal, contract, form, scheduler, and contact has its own Activities tab that shows the same entries, filtered to that one entity. Open the item, switch to Activities, and you'll see every change in order, scoped to that record.
Private notes and private tasks only show their activities to people who can see the original item. Internal activity on private records never leaks to people who don't have access.
"Deleted" in the log means sent to trash
When the log shows a Deleted action, the item was moved to trash at that moment. Trash then holds it for 30 days before automatic permanent removal, or until someone runs Clean trash.
Permanent removal itself (both the daily 30-day purge cron and the manual Clean trash) does not write its own activity entry. The only record of the removal is the original Deleted event plus the disappearance of the item from trash. That means the log can show "Deleted 10 days ago" for an item that no longer exists anywhere, if someone has cleaned the trash in the meantime.
What is not logged
A small set of fields and behaviours are deliberately excluded to keep the log focused on user-meaningful changes.
- Automatic timestamps: createdAt, updatedAt, and derived counts (task counts, entity counts, edges) are not tracked as activities.
- Cached/denormalised content: plain-text copies of rich-text fields (textPlain, descriptionPlain, bioPlain, documentBodyPlain, bodyPlain), hasText/hasDescription/hasBody flags, title sort keys, and reminder offsets.
- Long-form structural changes: edits to blocks, welcomePageBlocks, thankYouPageBlocks, schedulerBlocks, formBlocks, and confirmationBlocks are recorded as "Updated" without full diffs, because the before/after content is too large to store meaningfully.
- Styling/permission payloads: designOptions, colorPalette, navigation, and permissions are recorded as updates without field-level diffs for the same reason.
- Authentication log: logins and sessions live in a separate authentication log, not in the activity log.
Retention: three years
Activity entries are kept for three years from the moment they're recorded. A daily cleanup job runs at 03:00 UTC and permanently removes anything older than that. The cleanup is silent. It does not generate activity entries of its own.
The activity collection lives on Plutio's logs database, which is separate from the main workspace database. That separation keeps heavy scans of the log from affecting the responsiveness of the rest of the workspace.
