Retain workflow history


In the recent times , I was involved in a migration from MOSS to SP 2013 which involved lot of challenges and learning.Between, one such important activity I would like to share is to retain the workflow history of an item when it is acted upon by the approvers.

The workflow history for an item exist only for a mere 60 days , however it is crucial for business to keep track / audit of the item whose outcome could be either approved or rejected.It becomes a challenge for a developer to tweak this OOTB feature in SharePoint.After spending lot of time investigating we came up with a strategy:

Athough the history is wiped out for an item in the list, the data do still exist in the workflow history list that is hidden by design in SharePoint.

~SiteUrl/lists/Workflow%20History/

The link will take the user to the Workflow History list – a repository of all the history data.One of the ways to track history data of an item is to filter the list by Item based on their ID . This will fetch all the relevant data.

The equivalent URL is :

~SiteUrl/lists/Workflow%20History/Audit%20View.aspx?FilterField1=Item&FilterValue1=ID

Obviously, this does not serve the purpose for the end user as this is not a user friendly solution and I am sure that most the users may not be happy with this.

The workaround would be to add a calculated column to the list and pre-configure it with the URL mentoined above.This will generate a hyperlink for the user to navigate.However, to get a user friendly name it is advised to use something like :

=CONCATENATE(“~SiteUrl/lists/Workflow%20History/Audit%20View.aspx?FilterField1=Item&FilterValue1″,”=”,ID)

You could try the above steps and try for yourselves.

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