Feature Overview
Master Data Archive maintains a historical record of changes made to specification entries on master data records. When a specification value is added, modified, or deleted, the app logs the change — recording the previous value, the new value, who made the change, and when. This creates an audit trail that supports compliance requirements, quality management processes, and investigations into when and how product data changed.
The archive is configured per Information Code. You decide which codes should have their changes tracked, and which type of change to log — changes to the Information Value, changes to the Value field, or changes to the Description field. You can also configure logging to trigger even when the same value is saved again, which is useful for compliance scenarios where you need to confirm that a value was actively reviewed and confirmed at a specific point in time.
Archive entries are read-only by default and can be accessed directly from the Information Setup Card via the Archived Entries action, or from the dedicated Master Data Archive Entries page. Each entry shows the full context: what code was changed, what the previous and new values were, the date and time, and the user who made the change. An Edit Archive Entries action is available for administrators who need to annotate or correct archive records.
Key Facts
| Area | Detail |
|---|---|
| Where to set up | Master Data Archive Setup — accessible from the Information Code Card or Master Data Information navigation |
| Where to view | Master Data Archive Entries page; or via the Archived Entries action on the Information Setup Card |
| Tracked changes | Information Value changes, Value field changes, Description field changes — configured per code |
| Log same value | Optionally logs re-saving the same value (for compliance confirmation use cases) |
| Integration points | Information Codes, Information Values, Specification Entry |
Getting Started
- Open the Information Code Card for the code you want to archive, and choose the Archive Entries Setup action.
- Alternatively, navigate directly to Master Data Archive Setup from the Master Data Information menu.
- Add a setup line for the code: set Information Code, choose which Change Field to track (Information Value, Value, or Description), and enable Log Changes.
- Optionally enable Log Same Value if you want to record confirmations of unchanged values.
- Save. From this point forward, any change to the specified field on that code's entries will be logged.
- To view the history for a specific entry, open the Information Setup Card for that specification and choose Archived Entries.
- To view all archive entries across all records, open Master Data Archive Entries from the navigation.
Related Features
Master Data Archive is configured through Information Codes — logging is set up per code on the Archive Entries Setup page, which is accessible from the Information Code Card. Changes triggered through Specification Entry (the Information Setup page), Specifications on Pages (embedded fields), and the Import Worksheet (carry-out actions) are all captured by the archive when the relevant code is configured for logging. The archive entries can also be triggered when values are confirmed unchanged, supporting use cases where compliance requires documented evidence that specifications were reviewed at a specific date.
User Stories
US-01: Enable change logging for a regulated specification
As a IT Manager
I want to configure the archive to log all changes to the "Fire Resistance Class" Information Code
So that we have an audit trail of every change to this regulated attribute for compliance purposes
Setup:
- Open the Information Code Card for
FIRE-RESISTANCE-CLASSand choose Archive Entries Setup. - Add a line: Information Code =
FIRE-RESISTANCE-CLASS, Change Field = Information Value, Log Changes = enabled. - Save. All future changes to this specification on any item will be logged.
US-02: Log changes to the Value field for a numeric specification
As a IT Manager
I want to archive changes to the "Weight (kg)" Value field
So that there is a history of weight changes if questions arise during quality investigations
Setup:
- Open Master Data Archive Setup and add a line.
- Set Information Code =
WEIGHT, Change Field = Value, Log Changes = enabled. - Save. Any time the numeric Weight value is changed on an item, the old and new values are recorded.
US-03: View the change history for a specific specification entry
As a Business Manager
I want to see when the Material specification on item X was last changed and what it was changed from
So that I can trace a data quality issue back to its source
Setup:
- Open the Item Card for item X and choose Master Data Information → Specifications.
- Select the Material specification line and open the Information Setup Card (Card view).
- Choose the Archived Entries action.
- The archive shows all logged changes for this entry, including the previous value, new value, date, and user.
US-04: Configure logging of all three change fields for a critical code
As a IT Manager
I want to log changes to the Information Value, Value, and Description fields for the "Hazard Category" code
So that any modification to this safety-critical attribute — regardless of which field was changed — is recorded
Setup:
- Open Master Data Archive Setup and add three lines for
HAZARD-CATEGORY:- Line 1: Change Field = Information Value, Log Changes = enabled.
- Line 2: Change Field = Value, Log Changes = enabled.
- Line 3: Change Field = Description, Log Changes = enabled.
- Save. All three types of change will now be archived for this code.
US-05: Log a confirmation of an unchanged value for compliance
As a Business Manager
I want to record that a specification was reviewed and confirmed as correct — even though the value did not change — at a specific date
So that the compliance audit shows that the value was actively verified and not just inherited
Setup:
- Open Master Data Archive Setup and find the setup line for the relevant code.
- Enable Log Same Value on that line.
- When a user opens the specification, confirms the value is correct, and saves — even with no change — the event is logged.
US-06: View all specification changes across all records for a given date range
As a IT Manager
I want to see all specification changes made last month across all items
So that I can review data quality and flag any unexpected changes for investigation
Setup:
- Open Master Data Archive Entries from the Master Data Information menu.
- Filter by Changed Date for the relevant date range.
- Optionally filter by Information Code to focus on specific attributes.
- Review the entries — each shows the old value, new value, code, record, user, and timestamp.
Field Reference
Master Data Archive Setup fields:
| Field | Where to find it | What it does | Default |
|---|---|---|---|
| Information Code | Master Data Archive Setup page | The code to track changes on | — |
| Information Value | Master Data Archive Setup page | Optional — restrict logging to a specific Information Value; leave blank to log all values for this code | Blank |
| Change Field | Master Data Archive Setup page | Which field triggers logging: Information Value, Value, or Description | — |
| Log Changes | Master Data Archive Setup page | Enables logging for this setup line | Disabled |
| Log Same Value | Master Data Archive Setup page | When enabled, logs the entry even if the value does not change (for confirmation logging) | Disabled |
Master Data Archive Entries fields:
| Field | Where to find it | What it does |
|---|---|---|
| Information Code | Archive Entries page | The code that was changed |
| Change Field | Archive Entries page | Which field was changed (Information Value, Value, or Description) |
| Previous Inf. Value | Archive Entries page | The Information Value before the change |
| New Inf. Value | Archive Entries page | The Information Value after the change |
| Previous Value | Archive Entries page | The Value field before the change |
| New Value | Archive Entries page | The Value field after the change |
| Previous Description | Archive Entries page | The Description before the change |
| New Description | Archive Entries page | The Description after the change |
| Changed Date | Archive Entries page | The date the change was made |
| Changed Time | Archive Entries page | The time the change was made |
| User ID | Archive Entries page | The user who made the change |