GoFileRoom
The Document Tracking Report shows information about documents such as who added them and when, the indexes used and the status (checked out, filed, scanned, and other statuses).
Administrators, Scan Operators, and any users assigned to groups that have permission for full document tracking can view information for all documents, while all other users will only see their own documents that they added to GoFileRoom.
To view the Document Tracking Report:
- Choose Reports > Document Tracking.
- Select a drawer from the Drawers drop-down menu. Notice that the drawer's indexes appear below the Document Status section.
- Select a status or any applicable index fields to retrieve the list of desired documents.
- Select Search.
The Document Tracking Report opens displaying the results.
Note: Wildcard searching is available using the asterisk (*) in the User Name, Client Name, Client Number, and Description index fields. 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.
The value in the Status column is the latest phase the document has reached. Check the description of the statuses in the following table:
| Status | Description |
|---|---|
| Indexed | The document status is indexed when a Document ID has been generated when using the Multiple Barcode method and before printing the barcode page(s). |
| Barcoded | A document has been indexed and the corresponding barcode cover sheet has been printed. |
| Scanned | A document has been scanned using ScanFlow and is waiting to be filed into GoFileRoom. |
| Filed | A document has been successfully filed into GoFileRoom. |
| Deleted Doc | (Deleted Doc or Merge Delete) A document that was once filed that has been deleted from GoFileRoom. |
| Voided | A barcode has been voided and can not be reused. |
| Checked Out | This is the status for any document that is currently checked out for editing. If necessary, you may override this setting to unlock checked-out documents. |
| Archived | Any document that has been archived via the feature on the search documents results screen or in RecordsFlow. |
| 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. When using the "Indexed By" option, select a user in the User Name field or enter an * to show documents indexed by all users. |
| 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 a User Name to be specified (or use the * for all users). |
| 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 a User Name to be specified (or use the * for all users). |
| Redacted Doc | This status lists documents that social security numbers have been successfully redacted. |
| Approved Doc | This status indicates that a document has been approved for distribution. |
Clicking on a row in the search results screen will open a new window showing the Document Audit Report history of the selected document. In addition to the status items listed above, the Action column will also display the following actions performed on a document.
| Action | Description |
|---|---|
| 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. |
| Redaction In-Process | This status indicates that a document has been submitted for redaction and the process has not yet been completed. |
Notes
- Similarly to the features found on the Document search results screen, you may sort each column in ascending and descending order, search for specific values (Grouped By Functionality), and utilize the navigation.
- 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).
- After a search is performed, select the Option button, then select the Export List.
- A CSV file will be saved in your Downloads folder or select the downloaded file to open it in Excel.
Re-printing barcodes
GoFileRoom allows you to re-print barcode cover sheets.
- Use the Barcoded status to search for and display documents that have had a barcode page printed.
- Select one or more checkboxes on the left, then right-click to reprint Barcodes. A preview window will open with all your barcodes and you will be prompted to print the barcodes.
- Select Print to print your barcode cover sheets - each on a separate sheet of paper.
Barcode cover sheets can only be used once with ScanFlow.
Scanned status reset
You can reset Document IDs from the Scanned status back to the Barcoded status and re-print if necessary.
- When searching for documents that are in the scanned status, select the checkboxes in the left column and right-click and choose Reset to Barcoded.
- Select 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 barcode cover page has not been used with ScanFlow, it can be voided (barcodes include a document ID and can't be deleted). Once voided, a document ID can never be re-used.
- When searching for documents that are still in barcode status, select the checkboxes in the left column to select any rows you wish to void, right-click and choose Void Document(s).
- Select OK.
View a document
You can open and view a filed document directly from the Document Tracking report.
- When the results are displayed from your search, select the checkboxes in the left column, then choose Open Document.
View documents that have been published
You can use the Document Tracking report to show documents that have been published to ClientFlow/NetClient users.
- Search for a client (or use * in the name index field).
- Set the ClientFlow status to Published.
- Select Search.
Override checked out documents
If you have administrative privileges, you can override the checkout status if necessary.
- In the search criteria, specify Checked Out as the status.
- In the results, select the appropriate document(s), then 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 GoFileRoom 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.
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