Find one teammate's notes and edits in an order's history

The situation

A customer calls about ORD-28, a paid flatbed load from Gary to Dallas: the driver says the coils were tarped at pickup, the customer says nobody told them. You open the order, click Activity, and the answer is in there somewhere. On ORD-28 the log holds 13 entries: the stops, the shipment, the invoice, every status move from Dispatched to Delivered to Invoiced to Paid, and one note from a dispatcher, at the bottom. Every order that has been through dispatch, delivery and billing builds a log like this, and reading it top to bottom each time someone asks “who said that?” or “who changed this?” is time the call does not have. Before, you scrolled all 13 entries. Now the log filters by person and by type, and the same question is two picks and one entry on screen.

The workflow

The example is order ORD-28; the teammate is Dave Bloom, who left a note on it at 18:01.

1. Open the order from the Orders board, for example ORD-28, and click the Activity tab. The log lists every note, comment and record change in order, newest at the bottom, each with who made it and when.
2. Click Filters at the top of the log. The menu holds Filter by type, Filter by person, Exclude person and Clear all filters.
3. Open Filter by person and pick the teammate, for example Dave Bloom. The log drops to the entries they made, and the button reads Filters 1.
4. Open Filter by type and choose Notes & comments to keep only what they wrote, or Record changes to keep only the fields they edited. The button reads Filters 2.
5. Click Filters again to close the menu and read the entry. On ORD-28 it is one note: Dave Bloom, 18:01, “Coils chocked and tarped at pickup.”, marked Visible to your team only. That is who said it, what they said and when, ready to read back to the customer.
6. When you are done, open Filters and click Clear all filters to see the whole log again.

Filtering the log changes what you see, not the order. Nothing on ORD-28 moved while the log was narrowed, the same way filtering a board leaves every record as it was (see what changes a record).

In the clip the person filter alone already leaves one entry, because the note is Dave Bloom’s only entry on ORD-28. The type filter earns its place on a teammate who has both: a dispatcher who left two notes and also moved the status, or a CSR who edited the rate and commented on why.

Extend it

• Find who changed a value. Pick the person, then Record changes in place of Notes & comments. Each entry that stays names the field and, for an edit, the old and new value, for example “updated Delivered to Invoiced on Status” on ORD-28, with the time. It is the quickest answer when a rate or a date looks wrong on a load that is already invoiced, and pairs well with a rule that stops the edit next time, like protect invoiced orders.
• Hide the noise instead of picking a name. Exclude person drops people from the log rather than keeping one, including System, so entries with no person behind them, such as automated updates, step aside and your team’s entries remain.
• Use it on any record, not just orders. A customer, an invoice or a driver keeps the same log with the same Filters button; an order is just where the question comes up most. What a record is and what it keeps is on what is a record.
• Put the log where each role looks. The Activity tab is part of the order’s record page. View Builder decides what that page shows, and detail view permissions decide which roles see it, as in role-specific order views.