A good software solution is measured by the level of business intelligence it can provide. Good business information leads to good business decisions. FileHold document management software provides powerful reporting capabilities that generates business intelligence.

There are three types of reporting available with FileHold.

  • Standard administrative reports,
  • Simple customizable reporting of document information, and
  • Fully customizable reporting of document and system information for sophisticated data analysis and specialized report formatting.

FileHold standard reports

Many reports are available for managing the operation of the document management system and are a part of the core FileHold product offerings. Most of these reports can have their results exported to a CSV file for further analysis.

  • Document usage report - This reports lists all actions recorded against a document (e.g. date it was check in out, who checked it out, when it was viewed, etc.).
  • User activity report - A list of all user session activity,
  • Workflow status reports – A family of reports that present the status of active and completed workflows by various criteria.
  • User report - List of all users, their attributes, and last login time.
  • Effective permissions report - List of library objects and what users can access them.
  • Import job report - Provides a list of the import status of documents (for systems with the ADI option).
  • Various exception reports - Includes insufficient sessions, full text search, and OCR (for systems with the OCR option).
  • Library list report – An overview of all cabinets, drawers, folder groups, folders and documents (SSRS must be installed and configured).
  • Checked out documents - A list by user of checked out documents.
  • Object ownership reports - Lists by user of documents, cabinets, and folders they own.
  • Administrative audit reports - List of actions by library or system administrators.

Customized reporting

Day-to-day management of a document management system requires a number of reports that reflect user's information about documents in a straightforward way. FileHold provides this reporting service with search results including predefined or ad-hoc column customization. The report results can be exported to a CSV file for further processing. This reporting can be initiated using a number of different methods.

  • Ad-hoc from the simple or advanced search box.
  • From a cabinet, drawer, folder group, or folder.
  • From another application using FastFind™.
  • A saved search with some or all parameters predefined.
  • A search from an web URL including the option for XML results.

There are cases where our customer's information must be presented in more complex formats than provided by our standard reporting. By building FileHold on top of Microsoft® SQL Server™ we have a very powerful integrated reporting technology available in the Microsoft® SQL Server™ Reporting Services (SSRS) platform. FileHold has integrated this reporting capability into the FileHold user interface. Customers can define complex custom reports using SSRS then assign FileHold access permissions as they would for a FileHold library object. Authorized users will then be able to execute these reports directly from within the FileHold user interface. The reports can include information from FileHold as well as other data sources.

Microsoft describes this reporting capability as follows: "With Reporting Services, you can create interactive, tabular, graphical, or free-form reports from relational, multidimensional, or XML-based data sources. Reports can include rich data visualization, including charts, maps, and spark-lines. You can publish reports, schedule report processing, or access reports on-demand. You can select from a variety of viewing formats, export reports to other applications such as Microsoft Excel, and subscribe to published reports. The reports that you create can be viewed over a Web-based connection or as part of a Microsoft Windows application or SharePoint site. You can also create data alerts on reports published to a SharePoint site and receive email messages when report data changes."

Once the report is developed and tested it can be deployed to the SQL Report Server and be viewed in the following different ways:

  • In the standard FileHold client,
  • As a custom web page integrated into a web application, and
  • Via the SQL Server Reporting Services Home Page. Once on the home page users can navigate to the FileHold reports folder and select a report to view.

For information on the document management software reporting services, contact [email protected]