It is possible to set up archive functionality for master data informations that you can use for, of course archiving when the data is changing.
Microsoft Dynamics 365 Business Central lets you set up archive functionality for master data, so you can track changes to specific fields over time. You decide which fields to archive, and the system logs the old value, the new value, the date of the change, and the user who made it.
You can apply archiving selectively. For example, you can archive the last service date on a serial number while leaving the brand field untracked. This keeps the archive focused on the data that actually matters to you.
The setup works the same way across record types. You can archive changes on serial numbers, items, customers, vendors, and more.
Archive functionality for master data in Business Central
You can set up archive functionality for master data so the system records what changes when the data is updated. As an alternative or supplement, you can also set up a change lock to prevent changes altogether. The key point is that you choose only the master data you want to archive, and the user interface keeps everything easy to overview.
This is useful in scenarios like quality control or when you handle specific data on serial numbers. You can define master data specifications for each field and decide individually whether it should be archived.
Choosing which fields to archive
You set archiving per field, not all or nothing. Take a serial number used to track a computer as an example. You might want to archive the assigned date, so you can see who had the computer on which dates. You might also want the last service date archived. But you may decide that the brand field should not be archived when someone changes it.
To set this up, you mark the last service date for archiving and leave the brand field out. From then on, any change to the last service date is logged, while changes to the brand are not.
What the archived entries show
When you change a field that is set up for archiving, the system records the change. For the last service date, you can see the old value, for example 1st of June 2016, and the new value it was changed to, for example 4th of June 2020. You also see the date the change was made and the user who made it.
Each subsequent change adds another archived entry. If you update the date again, the system logs that too, so you build up a history of all changes you can follow. You can even type a shortcut like “t” for today’s date, and the change is archived the same way.
The archive functionality covers all the records you set up. When you open the archived entries for a complete serial number setup, you see the full list of logged changes for that record.
Applying archiving across record types
The same approach works beyond serial numbers. You can set up archive functionality on items, customers, vendors, and other master data in the same way. This gives you a consistent way to track who changed what and when across the master data that matters to your business.
Q&A
What master data can you archive in Business Central?
You can archive changes to master data such as serial numbers, items, customers, and vendors. The setup works the same way across these record types.
Can you choose which fields to archive?
Yes. You set archiving per field. For example, you can archive the last service date and the assigned date on a serial number while leaving the brand field untracked.
What information does an archived entry contain?
Each archived entry shows the old value, the new value, the date the change was made, and the user who made the change.
What happens when you change an archived field more than once?
Each change creates a new archived entry. You build up a history of all changes to that field, so you can follow how the value developed over time.
Is there an alternative to archiving changes?
Yes. Instead of, or in addition to, archiving, you can set up a change lock to prevent the data from being changed at all.