Document Reporting

Introduction

Document reports can be accessed from the admin side of documents. Permissions can be set on the admin side to allow specific users/roles/groups to make reports. This means these users will also be able to access reports from the front end of documents.

  • Every report can be run based on the date documents were created/last modified and can be further defined by specific users viewing rights (if required).
  • Depending on what information you want to see you can use all these options to narrow your search or just one of them.
  • You can export any of the reports to a CSV file for further analysis in other programs or to share more easily with others.

 

Getting Started - Admin Side of Documents

  • Go to Admin > Documents.
  • The screen shown in Image 1 is the same as you will be first presented with.
  • The rest of this screen was further explained in the User Guide "Documents Admin".

Image 1 - Documents Admin screen

 

There are 3 main reports available in Claromentis for Documents.

  • Click onto "Documents reports" to land at the screen shown in Image 2. 
  • Please note: "Summary workflow reports", "Workflow reports" and "Number and location of folders, documents and records by specific access control markings" are all legacy aspects.
    •  They aren't covered in this guide as these functions won't appear in future versions of Claromentis.
  • Remember to add any users you need to into the permissions box to give them access rights to run document reports and view them.

Image 2 - Documents report screen, those highlighted are the reports covered in this guide

 

The first method of report is the number/size of documents and electronic records by record type. See Image 3 for the initial screen when this option is clicked on. In this demo the report is being run for the folder "Document Library".

  • Record types can be entered in the Admin > General configuration of documents.
    • Please note: This is now a legacy aspect and won't appear in the latest versions of Claromentis.
    • It is recommended to use metadata rather than record types.
    • You can read more about metadata in the User guide "Document Metadata". 

To run this report:

  • Click in the "Select folder" field and a pop up will appear of your directory for you to choose the folder you wish to run the report on.
  • Choose to search for all documents by the date created, last modified or both.
    • When entering a date you dont have to select 'From' as well as 'To' unless you wish to run the report for a specific time frame. Just using "From" will also work.
  • Now click "View" to run the report and the results will be displayed at the bottom of the screen.

Image 3 - As the record type function hasnt been used a total of documents in this folder is given instead.

 

The next method of report is the detailed report on documents and folder structure, see Image 4.

  • In the same way as for the previous report you can define the search by a particular folder and timeframe as well as a specific user.
    • The User list is a filter. You can further define your report results by users/roles/groups.
    • This can be a helpful way of checking permissions without going folder to folder. 
  • The results for this report offer more insights about the documents found in your selected folder.
  • Size, date created, last modified, last accessed, number of versions and the parent folder (if applicable) of the document are all supplied.

Image 4 - The document Library folder's content has been displayed with a greater breakdown of information

 

The next report is by review date, see image 5.

  • This is a helpful tool if you require to mass delete or keep a log of documents.
  • You can set a review date per document when they are uploaded or from the admin side at any time.
  • You can also search for documents by metadata you have created and attributed to documents.
    • Review date and metadata were covered in more depth in the "Uploading a document" and "Document Metadata" User guides.
  • Running the review date report will display a lot of document results at once rather than finding them individually on your site.
  • It is also useful if you need to keep a log of all the documents with review dates in one file. You can download the CSV file to keep as a reference or to easily distribute in your company.

Image 5 - Review date report has been run, metadata fields have been chosen and shown in the results.

 

 

Reports - From the Front End of Documents

The permissions box shown in Image 2 give rights to any users entered to access reports from the front end of documents.

  • Images 6 and 7 are what this looks like for the user.
  • When the documents reports icon is clicked the menu shown next is the same shown in Image 2, when accessing report from the admin side.

 

Image 6 - Document reports icon location from Documents front end

 

Image 7 - The reports are the same available from the admin side of Documents

Created on 20 January 2019 by Hannah Door. Last modified on 3 April 2019

Was this helpful?  

0 Likes
Share