How do I View the Global
Document Usage Log?
Document usage logs provide a permanent record
of all of the interactions that system users have with individual versions
of a document. Library administrators can search and view usage of files
even after the file has been deleted. This functionality is critical when
complying with the records management standards.
With the document usage tool, you can quickly search the
entire library to reveal all interactions that any user has had with library
documents and when they had it. You can search for any type of action
that has occurred to a document. This same usage log can be viewed at
the document version level by selecting the view history option, selecting
a document version and clicking the usage button.
All of this acts as a permanent record protecting the integrity
of the file and providing a course of action in the event that a disgruntled
employee, contractor or otherwise has been negligent.As opposed to viewing
the usage log for a specific file in the libary, the global document usage
log allows library administrators to look at all user interactions agains
all documents in the library.
Reports can be run against various actions and events, as
well as keywords and other items to bring up detailed reports of users,
what files they have accessed and what they did to the files. You can
search by Document name, or partial contents of a document name, the type
of document, what type of user action you are looking for (Copy File,
Check Out, Move/Transfer, etc) as well as search through a date range
by using the calendar date controls.
- Click on the Library Administration > Library Utilities
> Document Usage Log menu option.
- Set usage log filter criteria for the usage information you wish to
view and click the Apply Filter button to view the
usage. A typical usage filter and report is visible below. This one
shows all documents in the library that where checked out between August
1st and 11th 2006.
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