Document Tracking report overview

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Viewing the Document Tracking Report allows you to see who added documents, how, and when. Administrators, Scan Operators, and any users assigned to groups that have permission for full document tracking can view all documents, while all other users will only see their own documents.

To view the Document Tracking Report:

  1. Choose Reports > Document Tracking from the GoFileRoom toolbar.
  2. Select a drawer in the Drawers field. Notice that the drawer's indexes also appear.
  3. Enter values in one or more fields or search indexes to retrieve the list of desired documents.
  4. Click Search.

The Document Tracking Report opens displaying the results.

Note: Wildcard searching is available using the asterisk (*). Examples are illustrated in the table below.

Search using: Provides:
* All results.
A* All results starting with the letter 'A.'
*er All results that end with 'er.'
*om* All results that have 'om' in the value.
Sm*th Results such as 'Smith' or 'Smyth.'

Notes

  • The File Size column displays the size of the file in kilobytes for all filed documents. The Pages column displays the number of pages of filed PDF documents.
  • The Page Count column for a newly added PDF document can be un-populated for up to two hours during times of peak usage. You can force this column to be populated immediately for any PDF document by opening the document in Edit mode.

You can click the Search button on the top-left of Document Tracking Results to see the search indexes again. Clicking the Search button again will hide the search indexes.

If your organization utilizes a lookup list, you may use the magnifying glass icon to find matching values for certain index fields.

The value in the Status column is the last phase the document has reached during the import process. There are several possible statuses. The table below describes each status.

Status Description
Indexed A document has been indexed and the corresponding Document ID has been generated and not printed. You will only see this status when adding documents via the Multiple Barcode method.
Barcoded A document has been indexed and the corresponding barcode cover sheet has been printed. You will only see this status when adding documents via the Single or Multiple Barcode methods.
Scanned A document has been scanned using ScanFlow or Kofax Ascent Capture and is waiting to be filed into GoFileRoom.
Filed A document has been successfully filed into GoFileRoom.
Viewed Document A user opened a document in View Mode.
Edited Document A user opened a document in Edit Mode.
Saved Document A user opened a document in Edit Mode and saved changes to GoFileRoom.
Undo Changes A user opened a document in Edit Mode and made changes, but chose to ignore changes when closing the document.
Exported A document was exported from GoFileRoom. Note that exported documents are editable copies of GoFileRoom files that are still available for checkout.
Deleted Document A document that was once filed that has been deleted from GoFileRoom.
Voided A barcode or Document ID that has been voided and can not be reused.
Checked Out Word, Excel or PDF documents that are currently checked out for editing by users. If necessary, you may override this setting to unlock checked-out documents.
Archived A filed document that has been archived via RecordsFlow (marked as read-only).
TaxSort Doc A document that was scanned and filed via TaxSort.
Indexed By This status allows users to search for documents that were indexed by a certain GoFileRoom user, regardless of the current status of the document. Choose this option to view all the documents indexed, including the ones for barcodes that have not been created yet. The "Indexed By" option requires the User field to be specified.
Barcoded By This status allows users to search for documents for which barcode cover pages were printed by a certain GoFileRoom user, regardless of the current status of the document. The "Barcoded By" option requires the User field to be specified.
Scanned By This status allows users to search for documents that were scanned by a certain GoFileRoom user (typically a scan operator), regardless of the current status of the document. The "Scanned By" option requires the User field to be specified.
Redaction In-Process This status indicates that a document has been submitted for redaction or is in process.
Redacted This status indicates that a document has been successfully redacted.
Approved This status indicates that a document has been approved for distribution.

Notes

  • Similarly to the features found on the Document List you may sort each column in ascending and descending order, search for specific values (Grouped By Functionality), and utilize the navigation.
  • Clicking on a row will open a new window showing the detailed filing history of the selected document.
  • You can set preferences for how columns are displayed in the results list. For details, see Setting preferences for columns in the results list.

Exporting Document Tracking results

You can export the Document Tracking results to a comma delimited file (.csv).

  1. After a search is performed, click the Excel Export Results button Excel export results button.
  2. Click Open to open the .csv file in Microsoft Excel, or Save to save the comma delimited file onto your computer.

Re-printing barcodes

GoFileRoom allows you to re-print barcode cover sheets.

  1. After a Document Tracking query is displayed, mark the checkboxes in the left column to select any rows that have "Barcoded" in the Status column.
  2. Right-click on a selected row and choose Print Barcodes. A new window will open with all your barcodes and you will be prompted to print the barcodes.
  3. Click Print to print your barcode cover sheets - each on a separate sheet of paper.

Please keep in mind that barcode cover sheets can only be used once and must be printed for each document that will be added.

Scanned status reset

You can reset Document IDs from the Scanned status back to the Barcoded status and re-print if necessary.

  1. After a Document Tracking query is displayed, mark the checkboxes in the left column to select any rows that have "Scanned" in the Status column.
  2. Right-click on a selected row and choose Reset to Barcoded.
  3. Click OK to continue.

The status for the previously-scanned document IDs will now be "Barcoded". You can now re-print the barcode cover sheets.

Voiding document IDs

In the event that a document ID is not in the "Uploaded" or "Filed" status, you may void it to clean up your report. Please note that each document ID is unique. Once voided, a document ID can never be re-used.

  1. After a Document Tracking query is displayed, mark the checkboxes in the left column to select any rows where you wish to void the document ID.
  2. Right-click on a selected row and choose Void Document(s).
  3. Click OK.

Viewing a document

You can open and view a filed document directly from the Document Tracking report.

  1. After the results are displayed, mark the checkbox in the left column for the document you wish to open.
  2. Right-click on the selected row and choose Open Document. The document will open for viewing.

View documents that have been published

You can use the Document Tracking report to show which documents have been published to ClientFlow users.

  1. Navigate to the Search screen and run a wildcard search for client name (use * for the name) or specify a client.
  2. Set the ClientFlow status to Published.
  3. Click Search.

Override checked out documents

If you have administrative privileges, you can override checkout for documents that were unnecessarily checked out and that may not be checked back in for a variety of reasons.

  1. Enter your search criteria to look for checked out documents, then click Search. Be sure to specify "Status = Check Out".
  2. In the results, select the appropriate document(s).
  3. Right-click and choose Override Checkout.

The document will be unlocked and available for other users. Any updates that may have been in progress (since the last save to GoFileRoom) by the original user will be permanently lost in the GoFleRoom version of the document.

If the original user tries to check the document in to GoFileRoom after their checkout has been overridden, the user will receive a prompt. As a work around to ensure that any updates are not lost, the document may be saved into GoFileRoom as a new document.

Related topics

Related topic: GoFileRoom reports overview

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