Document Reports
There are four Report Registers for the Document Module. This article will explain the different Document Reports.
Expand each option below for further explanation.
To access the Reports, navigate to the Documents module via 'Master Data>Documents' and click the 'Report’ tab.
Image: Navigation to Documents Module, and Click 'Reports' Tab
Within the 'Reports' tab, click on the name of the Report you wish to enter.
Image: Selecting Report Name
The Report Register 'By Approval Status' Report allows you to see a list of all the Documents that are:
- Approved
- Awaiting Approval
- Awaiting Review
- Awaiting Change
- Approval Not Required
Image: Report Register 'By Approval Status'
1. Status: The Status dropdown can be used to filter for a particular Document Approval Status.
2. No.: The number of the Document will appear here,
3. Date: The Date the Document was added to the Site will appear here.
4. Name: The Document Title will appear here.
5. Version: The current Version number of the Document will appear here.
6. Folder: The Folder the Document is currently placed within will appear here.
7. Status: The Approval Status of the Document will appear here, e.g. Approved, Approval Not Required, Awaiting Review, etc.
8. Last Review: The date of the most recently completed Document Review Record will appear here.
9. Responsible: The Contact Responsible for the Document will appear here.
10. Next Review: If a Document has a Scheduler enabled, the date for the next scheduled Document Review Record will appear here.
The Report Register 'By Approver' Report allows you to filter Documents according to the person that has approved them.
Image: Report Register 'By Approver'
1. Show: The Show dropdown is used to filter for a particular Document Approver.
2. Status: The Status dropdown can be used to filter for a particular Document Approval Status.
3. No.: The number of the Document will appear here,
4. Date: The Date the Document was added to the Site will appear here.
5. Name: The Document Title will appear here.
6. Version: The current Version number of the Document will appear here.
7. Folder: The Folder the Document is currently placed within will appear here.
8. Status: The Approval Status of the Document will appear here, e.g. Approved, Approval Not Required, Awaiting Review, etc.
9. Last Review: The date of the most recently completed Document Review Record will appear here.
10. Responsible: The Contact Responsible for the Document will appear here.
11. Next Review: If a Document has a Scheduler enabled, the date for the next scheduled Document Review Record will appear here.
The Report Register 'By Approval Date' Report allows you to filter Documents according to the approval date.
Image: Report Register 'By Approval Date'
1. From/To: The From/To calendar fields can be used to filter for a particular time frame. The system will default a year when the Report is first opened.
2. No.: The number of the Document will appear here,
3. Date: The Date the Document was added to the Site will appear here.
4. Name: The Document Title will appear here.
5. Version: The current Version number of the Document will appear here.
6. Folder: The Folder the Document is currently placed within will appear here.
7. Status: The Approval Status of the Document will appear here, e.g. Approved, Approval Not Required, Awaiting Review, etc.
8. Last Review: The date of the most recently completed Document Review Record will appear here.
9. Responsible: The Contact Responsible for the Document will appear here.
10. Next Review: If a Document has a Scheduler enabled, the date for the next scheduled Document Review Record will appear here.
The Report Register 'Document Overview' Report allows you to filter Documents according to the Folder, Document Approval Status, Overdue Document Review and Archived Documents.
Image: Report Register 'Document Overview'
1. Folder ID: The Folder ID dropdown can be used to filter for a particular Document Folder.
2. Document Approval Status: The Document Approval Status dropdown can be used to filter for a particular Document Approval Status.
3. Overdue Document Review: The Overdue Document Review dropdown can be used to filter for Documents with Overdue Document Review Records.
4. Archived: The Archived dropdown can be used to filter for Documents that have been Archived.
Current Document Version
5. No.: The number of the Document will appear here,
6. Creation Date: The Date the Document was added to the Site will appear here.
7. Document Title: The Document Title will appear here. This is also a link directly to the Document Page.
8. Folder: The Folder the Document is currently placed within will appear here.
9. Version: The current Version number of the Document will appear here.
10. Document Responsible: The Contact Responsible for the Document will appear here.
11. Document Approval Status: The Approval Status of the Document will appear here, e.g. Approved, Approval Not Required, Awaiting Review, etc.
12. Last Approved Date: The date the Document was last approved on will appear here.
13. Document Reviewers: The list of Users that are marked as Reviewers will appear here.
14. Document Approvers: The list of Users that are marked as Approvers will appear here.
Note: User Groups will still appear as a list of Users within the Document Reviewers and Document Approvers fields.
Latest Completed Document Review
15. Latest Document Review Completed By: The User who completed the latest Document Review Record will appear here.
16. Latest Document Review Completed Date: The date of the most recently completed Document Review Record will appear here.
17. Link: The URL for the Document Page will appear here.
Image: Report Register 'Document Overview'
18. Document Replaced?: If the Document was Replaced within the latest completed Document Review Record, Yes will be noted. If the Document was not Replaced within the latest completed Document Review Record, No will be noted.
Open Document Review
19. Document Review Status: The status of the Document Review Record will appear here, e.g. Not Started, Completed.
20. Due Date: If there is a Scheduler set up for the Document Review, the Due Date will appear here.
21. Link: The URL for the Document Page will appear here.
22. Overdue: If there is a Scheduler set up for the Document Review, and the Document Review Record is Overdue, Yes will appear. If there is a Scheduler set up for the Document Review, and the Document Review Record is Not Overdue, No will appear. N/A will appear if there is no Scheduler set up for the Document Review.
23. Next Document Review Date: If a Document has a Scheduler enabled for the Document Review, the date for the next scheduled Document Review Record will appear here. If a Document does not have a Scheduler enabled for the Document Review, this field will be blank.
24. Archived: If the Document is Archived, Yes will appear here. If the Document is not Archived, No will appear here.