Every action, captured as it happens. Every record, ready to export.

Why it matters

In regulated industries, audit trail matters. Work without documentation is work that didn't happen. A campaign that won approval but cannot be defended in a regulatory inspection is a campaign that failed. A claim that was reviewed but cannot be tied to the reviewer who approved it is a claim that wasn't reviewed.

Most organizations end up assembling audit trails after the fact, pulling timestamps from emails, screenshots from chat tools, version histories from file shares, and approval records from project management software. The reconstruction is expensive, error-prone, and never quite complete.

Aproove builds the audit trail the same way it builds the work: continuously, in context, with the record sitting next to the substance. A regulator asks who approved page 47 of a 300-page document on July 14 at 3:42 pm. You can show them the e-signed decision, the assignee, the comments leading to it, the AI Agent findings the reviewer was looking at, and the file version they approved, all in one place, all as it happened.

What Aproove captures

Every event of consequence is recorded automatically. The captured stream includes:

• Project events: creation, schema, ownership changes, archival.
• File events: upload, version, processing, deletion, rename—needed for regulatory approvals and version tracking.
• Workflow events: step assignment, task pickup, decision, escalation, conflict, conflict resolution, completion.
• Decisions: who decided, what they chose, when, with optional e-signature confirmation under FDA 21 CFR Part 11.
• Comments and Notes: every Note and reply, with the component it was placed on, the author, and the timestamp. Originals are preserved if a Note is later edited or deleted.
• Tags: Tags applied at the project, file, page, or component level, including risk severity tags.
• Chat messages: every message in project chat and task chat. Edited or deleted messages retain their original content in the underlying record for compliance and accountability.
• AI Agent invocations: which Agent ran, on which file or component, what model and prompt were used, what it returned, and who invoked it (or which workflow step triggered it). Outputs are tagged [AI GENERATED].
• Approvals and rejections: with the assignee, decision, timestamp, and any e-signature credentials.
• Permissions and access events: who was granted access, when, and what they did with it.
• Time tracking: time entries against tasks and projects.

Each event is timestamped, attributed to a user (or system), and linked to the substance of the work it relates to.

Real-time, not retrospective

The distinction matters. Many platforms record events but only assemble them into a usable trail when asked. Aproove writes the trail as it goes, so there is no synthesis step, no risk of partial reconstruction, no "we'll have to pull that together for you" delay.

When a project ends, the audit trail does not have to be built. It is already complete. You may need to export it, format it, or share it. You do not need to construct it.

What you can export

At any point during a project, or after a project completes, the following exports are available:

• PDF Export of Proofs and Comments. A complete PDF that includes each proof page, every annotation and Note placed on each page (with their precise location), and a header page listing Project and Section Tags. This is the document version of the work-in-place record. Used heavily in regulated review environments where the proof and its annotations need to travel together.
• Project History (Excel CSV). A detailed log of every event in the project: timestamps, user attribution, event type, and event details. This is the underlying audit log in a spreadsheet-friendly format, suitable for analysis, archival, or submission.
• Chat Messages Export (Excel CSV). All chat messages from the project, with timestamps and authors. Edited or deleted messages retain their original content in the export.
• Time Tracking Export (CSV). Time entries against tasks and project phases, useful for billing, cost allocation, or operational reporting.
• Original Files. The original uploaded assets exactly as they were submitted. Useful for forensic comparison or master record retention.
• Project Files. Any other files attached to the project (briefing documents, reference material, supporting assets).
• Configurable Export Reports. Through the Export Report Action, administrators can configure project-specific reports with custom destinations: saving to the Project Drive or Project Proof folder, sending as an email attachment, or routing to external systems via integration.

Exports can be triggered manually by users with appropriate permissions, or automated as workflow Actions. A common pattern is to configure project closure to automatically generate the audit PDF and the project history CSV, then deposit both in a regulated-storage destination, with no human step required.

Compliance and defensibility

The audit trail is designed to stand up under scrutiny:

• FDA 21 CFR Part 11. E-signature confirmation can be required on workflow decisions, with credential entry and optional 2FA. The signed decision is recorded with full context: assignee, decision, timestamp, file version, comments leading to it.
• HIPAA-aligned infrastructure. The trail is stored on secure cloud infrastructure with encryption at rest, tenant isolation, and TLS 1.2+ in transit, suitable for environments handling PHI.
• AI provenance. Every AI Agent action is captured in the trail with [AI GENERATED] tagging and human attribution, supporting AI governance frameworks that require provenance and accountability for AI-assisted decisions.
• Original-content preservation. Edited or deleted comments and chat messages retain their original content in the audit record, so the trail cannot be quietly rewritten.

Benefits

• The audit trail is built as the work happens. No reconstruction, no synthesis, no chasing artifacts after the fact.
• Every event is attributed. Every action in the trail is tied to a user (or to the system), with timestamp and full context.
• Exportable in the formats your auditors and regulators actually use. PDFs for proof-and-comment records, CSVs for log analysis, configurable reports for specific compliance frameworks.
• The original record is preserved. Edits and deletions of comments or chat messages cannot rewrite history. The audit record retains what was originally written.
• FDA 21 CFR Part 11 e-signature support is built in. Decisions can require credential confirmation, with optional 2FA, producing a defensible record of approval.
• AI provenance is captured automatically. Every Agent invocation is tagged, attributed, and tied to the human who ran it. AI activity is auditable to the same standard as human activity.‍
• Automation-ready. Audit and report exports can be configured as workflow Actions, so the right artifacts land in the right destinations on project closure with no manual step required.

Who it's for

• Compliance, regulatory, and quality teams who need defensible documentation that withstands inspection.
• Legal teams who need evidentiary records of review, decisions, and approvals.
• Internal auditors who run periodic project reviews and need access to clean, structured project records.
• Customers in regulated industries (pharma, healthcare, financial services, Medicare and Medicaid marketing) where audits are routine and trail integrity is non-negotiable.‍
• Operations leaders who need to demonstrate process discipline to clients, partners, or external reviewers.

Under the hood

Aproove's project history is a chronological event log persisted alongside each project, capturing user-initiated and system-initiated actions including workflow events, decision events, file events, comment and Note events, Tag events, AI Agent invocation events, chat events, time tracking events, and access events. Events are timestamped, user-attributed, and linked to the project entity they relate to (file, component, workflow step, task). The history is accessible from the User Dashboard and the admin tool, with admin tool access providing word wrap and copy/paste for cross-system search. Exports are produced via the Export PDF engine (for proofs and comments, with annotation locations and Project/Section Tag headers), CSV generators (for project history, chat messages, and time tracking), and the configurable Export Report Action (for templated reports with custom destinations including Project Drive, Project Proof folder, email, or external systems via integration). Original content (pre-edit, pre-delete) is preserved in the underlying record to ensure audit integrity. AI Agent activity is captured in Generation Jobs alongside the project history, with full API call records and provider cost data tied to the API key. Storage is on encrypted, tenant-isolated cloud infrastructure with TLS 1.2+ in transit; e-signature requirements at workflow steps support FDA 21 CFR Part 11 environments.