Report: Doc360 Management Report

The Doc 360 Management Report is a tool for monitoring your agency's document storage and processing. Filter your report by such criteria as the following: date range, document type, and the employee in charge of processing the document.

You can use this report to monitor the size of files imported to your agency's database. You can also use this report to gather information about the amount of time lapsed between the point of a document's import and the point of that document's processing in the system.

File Size Definitions

File sizes can be confusing. Once you learn what the standard unit prefixes indicate, they are much easier to understand. The standard measurement units used online and on your computer are:

Byte
Kilobyte (KB)
Megabyte (MB)
Gigabyte (GB)

These prefixes are based on corresponding metric system prefixes. Although the proportions among these are not exactly the same as their metric counterparts, they are very similar. And as with metric units, each file size unit changes names when you get to (approximately) 1000 of that unit. For example: the basic file size unit is a byte. If you have 1000 bytes, you can then estimate it as one kilobyte.

Exact measurements include the following:

1,024 Byte = 1 Kilobyte

1,024 Kilobyte = 1 Megabyte

1,073,741,824 Bytes = 1 Gigabyte

1 Gigabyte = 1,024 Megabyte

The chart provides examples of equivalent amounts. Note that, from one unit to the next, the decimal place moves three places either to the right or left.

Gigabyte	Megabyte	Kilobyte	Byte
.001	1	1,000	1,000,000
.000001	.001	1	1,000
.000000001	.000001	.001	1

Report Selections

With the exception of the Report Options group box, each section of the data entry form represents a section of the report itself. To enable a section, you must first check the box in the header.

Report Sections

What is this?

Include Document Storage Information

Check this box to include a separate section on the report about document storage. The section will include the Storage Type, the location name (if applicable), and the total file size in storage.

Field/Option

What is this?

Storage Option

You can select whether to report information for only Database storage or only Shared Folder storage.

You can also select All to include both storage options. (The report still categorizes the data by Storage Type.)

Include Document Size Information

Check this box to include a separate section on the report about individual file sizes, with date and Storage Type filter options.

To generate the .csv, you must check this box.

Field/Option

What is this?

Documents Over

Enter the maximum excluded file size kilobytes (KB). The report includes data for all documents greater than this size.

For more information about file sizes, see the File Size Definitions section of this topic.

Include Graphs

Check this box to generate a Document Size Information graph as part of the report.

Storage Option

You can select whether to report information for only those files stored in the Database, or only those stored in a Shared Folder.

You can also select All to include both storage options. (The report still categorizes the data by Storage Type.)

Date Selections

Enter date filters to narrow your report results.

Field/Option

What is this?

From List

Use this option to select a standard date range from the list.

Date Range

Enter a date range for files by entering specific From and To dates.

The report then includes only those files entered in the system within these dates.

Include Posting Information

Check this box to include a separate section on the report about document processing information, broken down by the names of responsible employees.

Field/Option

What is this?

Doc Type

Describes file's type of correspondence in relation to its business application. Doc Type is selected on the Document Distribution form, the Attachments form, or the Change Index Information form.

Include Graphs

Check this box to generate a Posting Information graph as part of the report.

Processed By

Name of the employee who processed the document.

Date Selections

Enter date filters to narrow your report results.

Field/Option

What is this?

From List

Use this option to select a standard date range from the list.

Date Range

Enter a date range for files by entering specific From and To dates.

The report then includes only those files entered in the system within these dates.

Include Trend Graphs

These report selections are currently disabled. They will be available in a future release.

Report Options

Field/Option	What is this?
Print Cover Page	Allows you to include a cover page listing the selected options in the report. This options defaults as unchecked.
Description	Accept the default description or enter a new one that describes the report you are requesting.

Report Fields

Whether the report includes a specific section or not depends on your selection in the data entry form. The following tables represent the available sections.

Total Document Storage

You can modify criteria for this section in the Include Document Storage Information section of the report form.

Report Fields	Description
Storage Type	Indicates whether the designated storage location of the applicable files is the Database or a Shared Folder.
Name	If applicable, displays path of the Shared Folder location. Example: W:\Agency Shared\Documents.
Size (MB)	Total size, in megabytes, of all files stored in the designated location. For more information about file sizes, see the File Size Definition section of this topic.

Report Fields

Description

Storage Type

Indicates whether the designated storage location of the applicable files is the Database or a Shared Folder.

Name

If applicable, displays path of the Shared Folder location.

Example: W:\Agency Shared\Documents.

Size (MB)

Total size, in megabytes, of all files stored in the designated location.

For more information about file sizes, see the File Size Definition section of this topic.

Average # of Days to Process Documents

You can modify criteria for this section in the Include Processing Information section of the report form.

The header for the report section includes the date range entered on the data entry form.

Report Fields

Description

(Breakdown by Document Type)

Field/Column

What is this?

(Graph)

Applicable if you checked the Include Graphs box on the data entry form.

This graph illustrates document processing information with a breakdown by Document Type.

Document Type

Describes the documents' type of correspondence in relation to a business application.

Example Vendor Invoice; Photo/RCE; Appraisal.

Doc Type is selected on the Document Distribution form, the Attachments form, or the Change Index Information form.

Average # of Days

For the applicable documents, the average number of days from the date a file was entered in the system to the date that it was processed.

(Breakdown by Employee)

Field/Column	What is this?
(Graph)	Applicable if you checked the Include Graphs box on the data entry form. This graph illustrates the document breakdown by Employee name, based on the logged-in employee who processed the document.
Employee	Name of the logged-in employee who processed the document(s) (i.e., attached it to an Activity, Note, or Vendor Invoice in the system).
Document Type	Describes the files' type of correspondence in relation to its business application. Doc Type is selected on the Document Distribution form, the Attachments form, or the Change Index Information form.
# of Documents Processed	Number of documents processed by this employee within the date range for this specific Document Type.
Average # of Days	For the applicable documents, the average number of days from the date a file was entered in the system to the date that it was processed.

Documents Over ___ KB

You can modify criteria for this section in the Include Document Size Information section of the report form.

The header for the report section includes the date range entered on the data entry form.

Report Fields	Description
(Graph)	Applicable if you checked the Include Graphs box on the data entry form. This graph illustrates document size information broken down by Document Type.
File Size (KB)	Size, in kilobytes, of the document file. For more information about file sizes, see the File Size Definition section of this topic.
Centers	Center to which the document was attached (via Activity, Note, or Vendor Invoice) when processed. If the document is attached to multiple centers, additional centers are listed in subsequent rows.
Center Names	Name applicable to the center to which this document was attached. If the document is attached to multiple centers, additional center names are listed in subsequent rows. Examples If the document was attached to the Customer Center, the customer name appears. If the document was attached to the Vendor Center, the vendor name appears.
Ref No	The document's unique system-assigned reference number. The key to the number's prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day].The number's suffix is system sequential for the day. Example You attach a file to an Activity on April 3rd, 2006. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 060403-15.
File Name	The name of the document in the system, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.
File Ext	The system suffix attached to the original file. It indicates the document's file type. Example For a file saved with the extension .jpg, this field displays JPG. For a file saved with the extension .doc, the field displays DOC.
Description	The document description, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.
Doc Type	Describes document's type of correspondence in relation to its business application. Doc Type is selected on the Document Distribution form, the Attachments form, or the Change Index Information form. If this field says (No Type), then nothing was entered in this field for the file. Example If the Doc Type field displays Invoice, then the document is probably a vendor invoice. If it displays Photo/RCE, it is probably a photograph.
Index 1	Index word or number entered in Index 1 field on either the Document Distribution form, the Attachments form, or the Change Index Information form.
Storage Type	Indicates whether the designated storage location of the applicable files is the Database or a Shared Folder.

CSV Columns

To generate the .csv, you must check the Include Document Size Information box on the report data entry form.

You can sort the .csv report to benefit your workflow. See Microsoft Excel® Help > Filtering and Sorting for more information.

CSV Columns	Description
File Size	Size, in kilobytes, of the document file. For more information about file sizes, see the File Size Definition section of this topic.
Center	Center to which the document was attached (via Activity, Note, or Vendor Invoice) when processed. If the document is attached to multiple centers, additional centers are listed in subsequent rows.
Name	Name applicable to the center to which this document was attached. If the document is attached to multiple centers, additional center names are listed in subsequent rows. Examples If the document was attached to the Customer Center, the customer name appears. If the document was attached to the Vendor Center, the vendor name appears.
RefNo	The document's unique system-assigned reference number. The key to the number's prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day].The number's suffix is system sequential for the day. Example You attach a file to an Activity on April 3rd, 2006. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 060403-15.
File Path	If applicable, indicates the path of the shared folder where document is stored.
File Name	The name of the document in the system, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.
Ext	The system suffix attached to the original file. It indicates the document's file type. Example For a file saved with the extension .jpg, this field displays JPG. For a file saved with the extension .doc, the field displays DOC.
Description	The document description, as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.
Doc Type	Describes document's type of correspondence in relation to its business application. Doc Type is selected on the Document Distribution form, the Attachments form, or the Change Index Information form. If this field says (No Type), then nothing was entered in this field for the file. Example If the Doc Type field displays Invoice, then the document is probably a vendor invoice. If it displays Photo/RCE, it is probably a photograph.
Index 1	Index word or number entered in Index 1 field on either the Document Distribution form, the Attachments form, or the Change Index Information form.
Index 2	Index word or number entered in Index 2 field on either the Document Distribution form, the Attachments form, or the Change Index Information form.
Storage Type	Indicates whether the designated storage location of the applicable files is the Database or a Shared Folder.
Doc Status	Indicates whether the file is processed or unprocessed. The status of a document remains Unprocessed in the assigned employee's Home Center until that employee attaches it to an Activity, Note, or Vendor Invoice (or deletes the file).
Date Received	The date that the document was imported into the system.
Time Zone Received	The time zone in which the document was imported into the system.
Time Received	The time that the document was imported into the system.
Assigned To	The selected to process this document.
Processed By	Name of the logged-in employee who processed the document (i.e., attached it to an Activity, Note, or Vendor Invoice in the system).
Date Processed	The date that the document was first attached to an Activity, Note, or Vendor Invoice in the system.
Time Zone Processed	The time zone that the document was first attached to an Activity, Note, or Vendor Invoice in the system.
Time Processed	The time that the document was first attached to an Activity, Note, or Vendor Invoice in the system.