Field history limits: 8 checks across 3 CRMs

Direct answer to CRM field history limits

Three CRM tools limit field history: HubSpot by object, Freshworks at 30 contacts, 50 fields, and 100 users, and a 30-day Microsoft example.

Key takeaways for how to check CRM field edit history limits

• HubSpot states that the limit on the number of revisions saved in each property's history is based on the object, as noted in their "Export property history" documentation HubSpot.
• Freshworks allows you to view the old and new values for up to 30 related contacts when tracking field edit history of deals, according to Freshworks.
• Freshworks restricts field selection in edit history filters, noting that you can only select up to 50 fields, according to Freshworks.
• Freshworks permits filtering by "Updated by" using All users/sources or specific users/sources, with a limit where you can select up to 100 items, as described by Freshworks.
• Microsoft provides an example where the retention policy is set to 30 days for Dataverse auditing, which serves as a reference point for configuring audit retention settings, according to Microsoft.

Verify your specific object types in HubSpot, because the revision limit is based on the object. Check the related contact count in Freshworks deals to ensure you are within the 30-contact viewing window. Review your field selection list in Freshworks to confirm it does not exceed the 50-field limit. Confirm your user filter list in Freshworks stays under the 100-item selection cap.

Sales operations managers verifying compliance need to know exactly how their CRM tools record and limit field changes. This guide covers the specific viewing limits and configuration steps for tracking field edits in three major CRM platforms. The scope focuses on the technical boundaries that define what data is retained and how it can be accessed.

For Freshworks, the Field Edit History feature is designed for admins and sales managers. It allows them to effortlessly monitor every change linked to CRM Deals according to Freshworks. This capability is central to understanding the platform's audit capabilities.

When checking your stack, you must distinguish between general activity logs and specific field edit histories. The limits described here apply strictly to the field-level change tracking features. These rules are not universal across all CRM vendors.

Your verification process should start by identifying the specific module in your CRM that handles field history. For Freshsales, this is explicitly the Field Edit History feature. It is built into the deal tracking workflow. Managers use it to see who changed what and when. The interface is designed for straightforward monitoring.

A filled reference table of publisher limits

The following table lists the eight specific limits and rules for tracking field edits, drawn directly from the documentation for HubSpot, Freshworks, and Microsoft. Each row identifies the publisher and the exact constraint or configuration step found in their respective guides.

Review these eight data points against your current configuration. Verify that your retention settings align with your compliance needs. Check that your user filters do not exceed the 100-item limit. Confirm that your field selections stay within the 50-field cap. Ensure your related contact views do not surpass the 30-contact threshold. Validate that your audit deletion timing matches your retention policy. These checks help you maintain accurate records of field changes across your CRM stack.

HubSpot property history export rules

HubSpot allows you to view the history of a property's values by exporting its historical data according to HubSpot. To perform this export, hover over the property, click More, then select Export property history according to HubSpot. The resulting file contains specific data columns that you must handle carefully during your review. In the property history file, copy the Record ID column and the column with the next most recent values, which are the values prior to the most recent update according to HubSpot.

When analyzing the scope of this export, note that it includes only records that previously had or currently have a value for the property according to HubSpot. This limitation means the export does not include records that never had a value for the property, so your compliance review must account for this specific record scope according to HubSpot. The system also imposes a constraint on how much history is stored. Please note: the limit on the number of revisions saved in each property's history is based on the object according to HubSpot.

Beyond the export file, you can view property history directly within the interface. To view property history, click the Actions dropdown menu in the top right of the call preview panel, and select View property history according to HubSpot.

See Attachment size limits for 4 help desk tools and Recover old office files: 4 backup tools compared if the check uses an export.

Freshworks deal field edit history caps

Freshworks documentation for "How to track Field Edit History of Deals? : Freshsales" outlines specific constraints for viewing and filtering deal edit history. The Field Edit History Tab displays the Field Name, previous and current values, the date and time of the change, and the source responsible for the field update, according to Freshworks. When reviewing related contacts, the system allows you to view the old and new values for up to 30 related contacts, according to Freshworks. If there are more than 30 related contacts, you will not be able to view the full list, according to Freshworks. This limit applies specifically to the display of old and new values within the history view for those associated contacts.

For field selection within the history filter, Freshworks notes that you can only select up to 50 fields, according to Freshworks. This cap restricts the number of specific deal fields you can include in a single history query. When using the "Updated by" filter, you can filter by All users/sources or specific users/sources, according to Freshworks. When selecting specific users or sources for this filter, you can select up to 100 items, according to Freshworks. This user selection limit is distinct from the field selection limit and applies only to the source attribution filter.

To verify these limits in your configuration, open the Field Edit History Tab for a sample deal. Check if the list of related contacts truncates when exceeding 30 items. Test the field selection dropdown to confirm it stops at 50 fields. Use the "Updated by" filter to select specific users and verify the 100-item cap. These checks ensure your audit log review accounts for the specific display and filtering constraints documented by Freshworks for deal field history.

Microsoft Dynamics audit retention settings

According to Microsoft, you select Global Audit Settings to open the Microsoft Dynamics 365 system settings.

Microsoft provides a specific example to illustrate how the retention policy functions in practice. According to Microsoft, for example, assume the retention policy is set to 30 days. This specific duration serves as the benchmark for understanding the deletion timeline. It is crucial to note that this 30-day figure is an illustrative example provided by the source, not a universal standard for all CRM tools or all enterprises. Your own configuration may require a different duration based on your internal compliance needs.

The deletion process follows a precise logic once the retention period expires. According to Microsoft, the system starts to delete audit records that were created 30 days and one second ago. This indicates that the system does not wait for a full day boundary to remove data.

According to Microsoft, to meet your external and internal auditing, compliance, security, and governance policies that are common to many enterprises, you can automatically turn on auditing through the Compliance page for common entities across Dynamics 365 apps. It allows administrators to apply consistent auditing standards without manually configuring each entity individually.

When using the Compliance page, you must define the scope of the auditing coverage. According to Microsoft, select whether you want auditing to cover Common entities across Dynamics 365 apps. By choosing the appropriate coverage, you ensure that the audit logs capture the necessary field changes for your compliance reviews. This step is essential for maintaining a complete record of modifications to critical business data.

Illustrative example of a history check

One deal has 40 related contacts. The view shows values for 30 of them, so 10 stay hidden. The field filter stops at 50, the user filter stops at 100, and a 30-day example deletes a record from 30 days and one second earlier.

Example audit record

Check one deal today

Open field edit history on one deal today and compare related contacts, selected fields, and selected users with the caps above.

FAQ on CRM history tracking

What is the limit on revisions saved in HubSpot property history?

The limit on the number of revisions saved in each property's history is based on the object, according to HubSpot. This means the specific count varies depending on which object type you are auditing.

How many related contacts can you view in Freshworks field edit history?

You can view the old and new values for up to 30 related contacts, according to Freshworks. If you exceed this number, you cannot view the full list of related contacts in that view.

How many fields can you select in a Freshworks edit history filter?

You can only select up to 50 fields only, according to Freshworks. This cap applies when you are narrowing down the specific data points you want to track.

When does Microsoft Dynamics start deleting audit records?

The system starts to delete audit records that were created 30 days and one second ago, according to Microsoft. This timing applies when the retention policy is set to 30 days.

What information is shown in the Freshworks field edit history tab?

In the Field Edit History Tab, you can see information such as the Field Name, its previous and current values, the date and time when the change occurred, and the source responsible for the field update, according to Freshworks. This data helps you verify exactly who changed what and when.