Many API users regularly use API queries to update Autotask data cached in an external system. Cached data is then used by applications, for example, dashboards that allow users to access selected data quickly. With a maximum return of 500 records at once, users with extensive databases require multiple calls. This option is time-intensive and, when traffic volume is high, it can tax the API resources.
An alternative to returning all records is to formulate queries to return only records that have changed since the last query. You can do this for selected entities using the LastModifiedDate or LastActivityDate fields.
- LastModifiedDate stores the most recent date and time that the entity was updated or changed.
- LastActivityDate stores both the most recent date and time that the entity was modified, as described for LastModifiedDate, and the most recent date and time that any activity related to the entity occurred. For example, this information might include a note or time entry added to the entity.
Not all entities have these fields exposed. Except for the Contact entity, no entity has more than one of the two fields available. You can determine if the available fields meet your needs.
The following table indicates which entities have LastModifiedDate or LastActivityDate fields exposed.
NOTE The field names for some entities use only Date while others use DateTime. Both names return the same data, and it is always a datetime data type.
Company |
LastActivityDate |
CompanyNote |
LastModifiedDate |
CompanyToDo |
LastModifiedDate |
Contact |
LastActivityDate and LastModifiedDate |
ContractNote |
LastActivityDate |
Phase |
LastActivityDateTime |
Project |
LastActivityDateTime |
ProjectNote |
LastActivityDate |
Service |
LastModifiedDate |
ServiceBundle |
LastModifiedDate |
ServiceCall |
LastModifiedDateTime |
Task |
LastActivityDateTime |
TaskNote |
LastActivityDate |
Ticket |
LastActivityDate |
TicketNote |
LastAcivityDate |
TimeEntry |
LastModifiedDateTime |
StatusLastModifiedDate
Three entities include a StatusLastModifiedDate field: ContractCharge, ProjectCharge, and TicketCharge. The StatusLastModifiedDate field indicates changes to the cost status only, for use with the procurement workflow. These entities do not have an option to determine if or when other fields were modified.
ContractCharge |
StatusLastModifiedDate |
ProjectCharge |
StatusLastModifiedDate |
TicketCharge |
StatusLastModifiedDate |