To report on documents across all entities in the system follow the steps below. This report will show all records for the life of the account, including documents that have been rejected, expired and awaiting upload.
Navigate OCF and follow the setups below:
1. Go to the Sites/Project tab and select Documents.
2. On the following screen, select the filters relevant.
The minimum filter to set is Entity, from there you can export the full list and use CSV or look at further filter options below.
a) From the ‘Entity’ drop down list select the entity category you want to check. (1)
b) Select the ‘Approver’ of the document, one or multiple individuals can be selected from this drop down. (2)
c) You can filter by the project if you have multiple projects in your organisation. Select from the drop down menu. (3)
d) Select the company(s) from the drop down. (4)
e) Select the document category(s) from the drop down. (5)
f) Select from the ‘Outstanding’ drop down menu. (6)
g) Select from the ‘Approved’ drop down menu. (7)
h) Sort your document list after the ‘Document Category Status’. (8)
i) If you wish to search with a word ie. Expired. Type it into the ‘Search’ field area. (9)
j) You can search for documents due to expire in the ‘Expired within x days’ field. (10)
k) Select the ‘Review Date from’ from the calendar icon. (11)
l) Select the ‘Review Date to’ from the calendar icon. (12)
m) Click the ‘Filter’ button. (13)
3. Once you’ve set your filters, the documents that match will show below. You can export this list by selecting Export to CSV.
