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Organisation & Workforce

Every change, on the record

Who approved that change, and what was it before? In a demonstration bank on Parsware, the order says who asked and who decided, a person's history stays as it was, and the audit trail keeps every change, before and after.

A green card reading "Who approved that change?" beside a line of an audit log: State, Returned to Submitted; Submitted on, from one time to another; Effective date, 2026/12/01 to 2027/01/01.

Who approved that change? And what was it before?

In most organisations, somebody goes looking through old emails. The change was made. Who made it, and what it replaced, nobody wrote down.

Here's the other way, in a demonstration bank on Parsware. This isn't banking software. It's how any large organisation keeps its changes on the record. The screens are the real application, and the people and the data are made up for the demonstration.

The order says who asked, and who decided

Rachel works in HR. She opens Tom's transfer, the order from an earlier article.

The order ORD-2026-000001, a transfer of Tom Fletcher, Scheduled, with its order number picked out.

Who asked for it, and when, is on the order. Emma, a teller, sent it.

The same order with Ordered by, Emma Collins, and Submitted on picked out.

Who decided, and what each of them said, is on it too. Laura approved. Daniel returned it with a note. The second time round, all four approved, Rachel last.

Who has decided, picked out: approved by Laura Bennett, returned by Daniel Hughes with his note, then approved by Laura Bennett, Daniel Hughes, Grace Turner and Rachel Moore.

And what it changes, in words: Tom leaves one teller seat and takes the other.

What changes, picked out: Tom Fletcher leaves Teller 1 (BR001-T1) on the effective date, and takes Teller 1 (BR002-T1).

Nobody typed any of this. The process wrote it down as it happened, and nobody can change it afterwards.

History stays as it was

A person's history is kept the same way. Tom's assignments: Branch 002 from 2020, then Branch 001 since the start of 2025.

Tom Fletcher's Assignments: Teller 1 at Branch 001 from 2025/01/01, Active, and Teller 1 at Branch 002 from 2020/01/01 to 2025/01/01, Ended, picked out.

An assignment that has ended is history. It opens closed. Nothing on it can be changed, and it can't be deleted.

The ended assignment ASG-000001, with its notice picked out: This record is closed, so it is read-only.

And under all of it, the audit trail

The bank's administrator sees every change to every record: when, who, and what it was before and after.

The audit log filtered to orders, newest first, with an entry picked out: State, In review to Rejected, Rejected on, and the approver's note.

Here's Tom's transfer, step by step. Daniel returned it. Emma sent it again, with a later date: the first of December became the first of January.

The entry for Emma Collins sending the order again, picked out: State, Returned to Submitted, and Effective date, 2026/12/01 to 2027/01/01.

Then the approval process approved it, and scheduled it for its date.

The entry where the approval process moved the order from Approved to Scheduled, picked out.

What you know now that you didn't

  • Who asked for a change, who decided and what each of them said are on the change itself, written as it happened.
  • A person's history stays as it was: what has ended can't be changed or deleted.
  • The audit trail keeps every change to every record, who made it, and what it was before and after.
  • Nobody has to go looking through old emails to find out who approved something.

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