Introduction

RecordsKeeper.AI's custom report generation feature allows you to create highly specific reports tailored to your exact needs. This guide will walk you through creating comprehensive reports from scratch, helping you track and monitor document activities across your organization with precision.

Step 1: Initiate Report Creation

Navigate to Analytics & Reports
Click "Generate Report"
Select the "New Report" tab

Step 2: Name Your Report

Enter a descriptive name in the "Report Name" field
Use clear, identifiable names that reflect the report's purpose
Include key identifiers like department or time period if relevant

Step 3: Define Activity Types

Select the primary activity type you want to monitor:
- Access Activities
- Upload Activities
- Modifications
- Other relevant activities
Choose specific actions to track:
- Record Access
- Permission Changes
- Unauthorized Access Attempts
- Link Sharing
- Geolocation of Access

Step 4: Select Target Users

Click in the user selection field
Search for specific users by name
Add multiple users as needed
Remove users by clicking the 'x' beside their names
Use the search functionality to find additional users

Step 5: Specify Departments

Select relevant departments:
- Accounts & Finance
- HR
- Information Technology
Add or remove departments as needed
Click the 'x' to remove unwanted departments

Step 6: Choose Document Categories

Select applicable categories:
- Tax Filings
- Invoices
- Payroll Records
- Expense Reports
Multiple categories can be selected
Remove categories by clicking the 'x'

Step 7: Set Time Period

Choose the time range type:
- Month to date
- Custom date range
Specify exact dates if using custom range
Use the calendar picker for precise date selection

Step 8: Choose Output Format

Select your preferred format:
- PDF for formal documentation
- XLS for data analysis
Consider your end use when selecting format

Step 9: Generate and Verify

Review all selected parameters
Click "Generate" to create report
Wait for generation to complete

Best Practices

Report Organization
- Use consistent naming conventions
- Group related parameters
- Keep track of report configurations
Parameter Selection
- Start with essential parameters
- Add additional criteria as needed
- Avoid overly broad selections
Efficient Generation
- Focus on relevant time periods
- Select specific user groups
- Choose appropriate output formats

Use Cases

For Compliance Teams

Track unauthorized access attempts
Monitor permission changes
Document access patterns

For Department Managers

Track team document usage
Monitor file access patterns
Analyze productivity metrics

For IT Administrators

Monitor system usage
Track security events
Analyze access patterns

Troubleshooting Tips

If report generation is slow:
- Reduce the date range
- Limit the number of users
- Focus on specific departments
For large data sets:
- Use XLS format for better handling
- Break into smaller time periods
- Generate separate reports by department

Conclusion

Creating custom reports in RecordsKeeper.AI gives you precise control over your document activity monitoring. By following these steps and best practices, you can generate detailed reports that provide exactly the insights you need for effective document management and compliance monitoring.