DocMinder® Reporting allows you to easily analyze your business data and create insightful reports for informed decision-making.
Reports are customizable; meaning you can build them quickly to gather the data you need from your tasks and projects.
To access; click on Reports from the Top Navigation bar.
The View Name dropdown allows you to select different reporting templates to view within the data-table.
Easily edit report names, clear filters, share reports, unshare/remove, export a report to Excel or PDF, and delete report.
Report Options allows you to perform the following actions:
| Report Options | Description |
|---|---|
| Rename Report | Click to rename your report. |
| Clear Filters | Removes all filters. |
| Share Report | Share with others. |
| Unshare/Remove | Unshare the report. |
| Export to Excel | Export to MS-Excel. |
| Export to PDF | Export to PDF. |
| Delete Report | Removes the report from your Reports View. |
Quickly view any changes made to your report, see your report in a calendar view, etc.
Run allows you to perform the following actions:
| Run | Description |
|---|---|
| Report | View changes made to your report. |
| PopOut | View report in a new browser tab. |
After making changes to a report you can save to an existing report or create a new report.
Save Options allows you to perform the following actions:
| Save Options | Description |
|---|---|
| Create New View | Select to create a new report view. |
| Copy View | Select to copy this report view. |
| Save This View | Select to save this report view. |
The reporting data displays by default, the following pieces of information:
| Column | Description |
|---|---|
| ... | Icons display the type of DocMinder (e.g., Basic, Checklist, Workflow and Survey). |
| ID | The ID of the DocMinder. |
| To | The name of the assigned Recipient(s). |
| Due Date | The date the DocMinder is due. |
| Subject | The name of the DocMinder. |
| Message/Body | Inststructions or details about the DocMinder. |
| Completed By | The name of the person who completed the DocMinder. |
| Completed Date | The date when this DocMinder was completed. |
Click on a column header to sort (e.g., Ascending A-Z ; Descending Z-A ).
Click in-between two columns and drag (e.g., drag when you see )
The Edit Users Panel allows you to easily Add, Remove and Edit the current Owner, Recipient(s) and Escalation(s) of a single DocMinder® item within Reports.
To access the Edit Users Panel, click on the Edit Users tab on the Right.
| 1 | Edit Owner: Reassign the Owner of the task. |
|---|---|
| 2 | Edit Recipients: Add/Remove/Swap Recipients (e.g., Assigned To, Cc). |
| 3 | Edit Escalations: Modify/Add Escalations (e.g., Escalated To). |
Every single DocMinder® item has an Owner. When you create a new DocMinder®, you are automatically assigned as the Owner. However, you can assign other DocMinder® Users as the Owner if necessary.
To change the Owner from the Users Panel, click the Edit Owner button.
Select the Current Owner from the dropdown on the left
Select the New Owner from the dropdown on the right and click Change Owner.
Every task can have only one Owner, while it can have many Recipient(s). Both, Owner and Recipient(s) can edit the task.
To Add, Remove or Swap Recipients click Edit Recipients.
Select To (e.g., recipient on the To line.) or Cc (e.g., recipient on the Cc line.) radio option.
Type in the Recipient name into the textbox; then select it from the dropdown.
Click the Add Recipient button to complete the action.
Click the OK button from the browser confimration message box.
Select the To: or Cc: radio option.
Select the Recipient name from the dropdown.
Click the Remove Recipient button to complete the action.
Click the OK button from the browser confimration message box.
The Swap Recipients feature is also known as Reassignment. This type of Reassignment allows you to reassign Recipient(s) for the selected DocMinder task.
From the WebAdmin, the Reassignment function allows you reassign all DocMinder tasks Owned by a specific user.
Select a Recipient from the Select Recipient dropdown;
Enter the new Recipient into the textbox and select from the populated list;
Click the Swap button to complete the action.
Click the OK button from the browser confimration message box.
An Escalation is a course of action that is implemented when an expected result from a task has not been achieved within a set period of time.
If a task or project is delayed for any reason, you can trigger escalations manually within the edit users panel; or by editing the task.
To Add or Remove escalations, click on Edit Escalations.
Type in the Escalation Recipient into the textbox; then select it from the dropdown.
Enter the number of days to trigger the Escalation.
From the dropdown; select Before or After the due date to trigger the escalation.
Escalations are based on the number of days Before or; After the due date which defines the date of the escalation event.
Click the Add Escalation button to complete the action.
Click the OK button from the browser confimration message box.
Select an Escalation Recipient from the dropdown;
Click the Remove Escalation button to complete the action.
Then, click the OK button from the browser confimration message box.
DocMinder® Report Filters provide various filtering options to find your data, for example: filters based on specific date range, recipients, document number, and more.
These filters allow you to access granular data about your tasks so you can see the most pertinent information. You can also save your filters to a Report View so you can easily find tasks that fit specific criteria at any time.
To access; click on Filters from the Left Navigation bar.
| Filter | Description |
|---|---|
| Select Columns | Add, remove or re-order the columns that display in your Report View. |
| Date Range | Search by: --- Date Range (e.g., Due Date, Notification Date). --- Fixed Date (e.g., Starting and Ending date). --- Relative Date (e.g., Time Span or Period). |
| Completed By | Search for tasks/projects Completed By a specific person. |
| Created By | Search for tasks/projects Created By a specific person. |
| Category | Type of DocMinder (e.g., Workflow, Checklist, Survey or Recurrence). |
| ID Search | DocMinder, Workflow, Series, Recurrence or, Document ID. |
| Owner | Search for tasks/projects by Owner. |
| Escalated To | Search for tasks/projects that were Escalated To a specific person. |
| Recipients | Search by Recipients assigned on the TO and CC line. |
| Relationships | Search for tasks/projects that contain specific Relationships. |
| Status | Pending, Complete, Cancelled, Rejected, Waiting and Draft |
| Text Search | Subject/Body, Subject Only, Document Name/Number |
Control which data columns display in your report; add, modify (e.g., add, remove), and re-order (e.g., move-up, move-down) columns.
To access; click Select Columns from the Left Navigation bar.
Select a column from the list-box on the Left, then Click Hold while dragging;
And then drop onto the list-box on the Right.
Select the column from the list-box on the Right, then Click Hold while dragging;
And then drop onto the list-box on the Left.
To re-order your columns, select a column on the right, then drag-and-drop (e.g., move up, move down) the column in the order you would like it to appear.
Filter by date range (e.g., notification date or due date); fixed date (e.g., starting/ending dates) or by relative date (e.g., period or time span).
To access; click Date Range from the Left Navigation bar.
Select a Date Range option to Filter by (e.g., due date, notification date, no date range).
| Option | Description |
|---|---|
Due Date |
Filters and displays tasks by the assigned Due Date. |
Notification Date |
Filters and displays tasks by the Notification Date. |
No Date Range |
Filters tasks without specifying a Date Range. |
Fixed Date filter conditions include a specific date value (e.g., between Aug. 1, 2018 and June 2, 2019) which can be entered by choosing a date from the date picker.
To filter by a Fixed Date click the calendar icon and select the Start Date and End Date.
Relative Date filters make it easier to create lasting report views that you can share with others. Filter by a range of dates that define fixed points and offsets.
To filter by Relative Date, select an option under Period or Time Span.
| Period | Description |
|---|---|
| Previous | Displays tasks for the Previous period. |
| Current | Displays tasks for the Current period. |
| Next | Displays tasks for the Next period. |
| Time Span | Description |
|---|---|
| Week | Displays tasks within a time span of a Week. |
| Month | Displays tasks within a time span of a Month. |
| Quarter | Displays tasks within a time span of a Quarter. |
| Year | Displays tasks within a time span of a Year. |
DocMinder stores all items so you can easily find completed tasks and projects. You can filter items that have been completed by you, a particular person or group.
To access; click Completed by from the Left Navigation bar.
Click in the Search Users text-box and type the user's name, and select from the list.
The selected user will appear in the Selected Users box below.
Select a User Group from the listbox on the Left.
Then select a User from the listbox on the Right.
The selected user will appear in the Selected Users box below.
By default, the person who creates the task will be set as the task’s owner. A task creator can create tasks and projects and assign recipients.
To access; click Created by from the Left Navigation bar.
Click in the Search Users text-box and type the user's name, and select from the list.
The selected user will appear in the Selected Users box below.
Select a User Group from the listbox on the Left.
Then select a User from the listbox on the Right.
The selected user will appear in the Selected Users box below.
You can use Filters to generate a report of tasks and projects by Category (e.g., workflow, checklist, survey or recurrence).
To access; click Category from the Left Navigation bar.
To use the category filter; select the type (e.g., workflow, checklist, survey or recurrence) to include in your report, by clicking the appropriate checkbox.
Once you have selected Categories the Left Navigation bar will display Category (ON).
The Owner is the person responsible for the completion of the tasks they create. Owners can assign, cancel and edit tasks they are the Owner of.
To access; click Owner from the Left Navigation bar.
Click in the Search Users textbox and type the user's name and select from the list;
The selected user will appear in the Selected Users box below.
Select a User Group from the listbox on the Left.
Then select a User from the listbox on the Right.
The selected user will appear in the Selected Users box below.
An escalation is a notification that is sent out when an expected result from a task has not been achieved within a set period of time (e.g., escalate to a manager when a staff member is unable to complete a task by the deadline).
To access; click Escalated To from the Left Navigation bar.
Click in the Search Users textbox and type the user's name and select from the list;
The selected user will appear in the Selected Users box below.
Select a User Group from the listbox on the Left.
Then select a User from the listbox on the Right.
The selected user will appear in the Selected Users box below.
The ID contains the number that DocMinder assigns to each task . The task's ID indicates the position of the task with respect to the other tasks within your system.
To access; click ID Search from the Left Navigation bar.
To filter by the type of ID; select an ID Type (e.g., Workflow ID, Series ID).
| ID Type | Description |
|---|---|
DocMinder ID |
The Task ID indicates the position of the task with respect to the other tasks. |
Workflow ID |
The Workflow ID is a value that identifies the workflow. Workflow steps also contain a DocMinder ID and indicates the position of the task with respect to the Workflow. |
Series ID |
The Series ID identifies a Series of tasks; while each task within the Series receives an ID with respect to the main Series ID. |
Recurrence ID |
The Recurrence ID identifies the main Recurrence; while each recurrence within the pattern receives an ID with respect to the main Recurrence ID. |
Document ID |
The Document ID is any number that identifies a specific document. |
Search using mathematical variables (e.g., greater, less than, equal, etc.).
Variables are nothing more than a placeholder. They stand for things that you want to find out but don't have the answer to yet.
Search by ID to quickly find relevant items (e.g., tasks, workflow, checklist, etc.).
To search by ID; enter the task's ID into the text-box; then click on Add to Report.
The Recipient(s) (e.g., assigned to complete the task) receives email notifications when the task has been updated and as the task approaches its due date.
To access; click Recipients from the Left Navigation bar.
Select a Recipient Type by checking one of the checkboxes.
Type the User's name into the Search Users textbox and select from the list.
The selected Recipient will display in the Selected To Recipient(s) box below.
Choose a Recipient Type by checking a checkbox.
Select a User Group from the listbox on the Left.
Then select a User from the listbox on the Right.
The selected Recipient will display in the Selected To Recipient(s) box below.
Relationships allow you to provide additional context or group similar tasks for easy viewing, reporting, and more. You can use Relationships to track tasks or categorize them.
To access; click Relationships from the Left Navigation bar.
From the dropdown, select a Relationship.
Then select a Value from the dropdown that appears on the Right.
The Relationship filters selected now appear in the table below.
Select a relationship from the table and click Remove Relationship.
A task's status communicates how the task is progressing. There are six status types that reflect the typical state a task can be in over its lifecycle.
To access; click Status from the Left Navigation bar.
| Status Type | Description |
|---|---|
| Pending | Task is approaching its due date and/or a task that is expected to be completed. |
| Completed | Task that has been completed and/or finished by the assigned recipient(s). |
| Cancelled | Task that has been voided and/or is invalid. |
| Rejected | Task that has been declined and/or refused by a recipient. |
| Waiting | Task that is part of a workflow sequence – the task will remain in waiting until the previous task in the workflow is complete. |
| Draft | Task that has been composed and saved, but not activated. |
To filter by status; select one or more Status checkboxes to include in your report;
Search for word(s) and/or phrase(s) with filters that can narrow your results to help you find exactly what you need.
To access; click Text Search from the Left Navigation bar.
Use Search In to find items that are located in the Subject and Body, Subject Only, Body Only, Document Name and Document Number.
Select an option from Search In.
Use the Search For box to find and locate items by entering the word(s) and/or phrase(s) that describe what you're looking for.
Type in the word(s) and/or phrase(s) into the Search For textbox.
Use Search Type to find items by the Exact Phrase, All These Words, or One or More of These Words, to narrow your results.
Select an option from Search Type.
Click Add to Report button to apply the text search filter.
