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This article applies to:

  • Product: Cloud Audit Suite
  • Subject: Documents,tools

Run the document tracking report in GoFileRoom

Run the document tracking report to track the status of documents and their index information.
If you have permission for full document tracking, you can run a report for all documents. If you don't, then you'll only be able to see the documents you've added to GoFileRoom.

Run the document tracking report

When running your report, you can use an asterisk (*) in the User Name, Client Name, Client Number, and Description fields. Follow these steps to run a report:
  1. Select
    Reports
     then
    Document Tracking
    .
  2. Select a drawer.
  3. Choose a status or index field to search for.
  4. Select
    Search
    .
note
  • 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 unpopulated for up to two hours during times of peak usage. You can force this column to populate immediately for any PDF document by opening the document in Edit mode.

Document status report columns

Use this guide to learn more about each document status. You can select documents here to change their status. Right-click on a document and choose an option to change the status of your selected documents.
tip
In addition to changing the status of your selected documents, you can do other things with the right-click menu. Here are a few of them:
  • If you've only selected barcoded documents, select
    Print
     to print your barcode cover sheets, each on a separate sheet of paper.
  • When searching for documents with a scanned status, mark the checkboxes and right-click, then select
    Reset to Barcoded
    .
  • If a barcode cover page hasn't been used with ScanFlow, you can right-click and select
    Void Document(s)
     to permanently remove your selected document IDs.
  • Select
    Override Checkout
     to unlock any Checked Out documents you've selected.
    • Any updates made while a document's checked out will be lost.
Document Status Description
Status
Description
Indexed
Your document was indexed but the barcode hasn't been printed.
Filed
Your document was filed.
Deleted Doc
Your document was filed, but has been deleted.
Checked Out
This document is checked out for editing.
Archived
Your document was archived from the search results or in RecordsFlow.
Indexed By
You can use this to filter your documents by a specific person or enter * for documents indexed by everyone who uses GoFileRoom.
Redacted Doc
You can find documents where social security numbers have been redacted.
Approved Doc
Your document has been approved for distribution.
tip
After you've completed your search, select Option then Export List to save a Comma Separated Value (CSV) file of your report.

Document Audit Report

Select a row in your Document Tracking Report to go to the Document Audit Report for that document. The action column contains the history of the document.
Document history actions and descriptions
Action
Description
Viewed
The document was opened in View mode.
Edited
The document was opened in Edit mode.
Saved
The document was opened in Edit mode and saved to GoFileRoom
Undo Changes
The document was opened in Edit mode, but the changes were not saved.
Exported
The document was exported from GoFileRoom
Redaction In-Process
The document was submitted for redaction but has not finished the process.