Document usage log

The document usage log provides a permanent record of all of the interactions that users have with individual versions of a file stored in the document management system. You can quickly search the entire database to reveal all interactions that any user has had with any document and when the interaction occurred. Recorded actions include: check out, check in, downloaded, emailed, linked, moved, copied, viewed, printed, deleted, OCR'd, and many more.

For workflow action types, the workflow status report can be accessed by clicking on the workflow GUID link in the Details column.

Library Administrators can search and view usage of files even after the file has been deleted. This functionality is critical when complying with records management standards. 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.

The usage history can also be viewed at the document version level by selecting the view history option, selecting a document version and clicking the usage button. See Version History for more information.

The following information is displayed in the search results: document name, document schema, linked, FileHold ID number, action type, performed by, and the action date. If a user has been deleted from the system, the name of the deleted user appears as “John Smith (143) [deleted 2014-03-07]” in the Action Performer column. The deleted date is appended to the name automatically when a user is deleted.

This report is accessible to Cabinet administrator or higher roles. Only entries related to where the Cabinet administrator or Library administrator is an owner will be displayed in the log. This log is never deleted or overwritten.

To view the usage of a document

  1. In the Web Client, go to Administration Panel > Administration Reports > Document Usage Log.

  • In the FDA, go to Administration > Document Usage Log.

  1. In the Search the Document Usage Log area, enter the following criteria:

  • Document Name Contains — Select the check box and enter whole or part of the document name.

    This field automatically acts as though there are wildcards at the beginning and end of the value you enter, however, you can add additional wildcard characters in the middle of the value. A percent (%) will replace zero or more characters; an underscore (_) will replace exactly one.
  • Type Contains — Select the check box and enter the schema name.

  • Action Type — Select the check box and select the action that was taken on the document such as checked in, checked out, downloaded, linked, and so on.

  • Action Date — Select the check box and select the date range from the date picker.

  1. Click Apply Filter. The number of results and the report are shown below. The number of rows that are displayed in the report view can be adjusted to show 15, 30, or 60 rows at a time. Click on the column to sort in ascending or descending order.

  2. In the Web Client, click Export to CSV to export to a CSV file.

  • In the FDA, right-click on the header and select Export to CSV.

The list of search results will appear with all the actions that has been taken on the document.

Document usage log