Introduction

Custom report templates in RecordsKeeper.AI enable you to tailor your reporting process to your organization's unique needs. This guide will walk you through creating templates that can be saved and reused, ensuring consistent reporting across your team while saving valuable time.

Step-by-Step Guide to Creating Custom Templates

1. Initiate Template Creation

Navigate to Analytics & Reports section
Click "Create New Template" button

Enter a descriptive template name that clearly identifies the report's purpose

2. Define Activity Type

Select the primary activity type for reporting:
- File Access
- Upload Activities
- Modifications
- Permission Changes
- User Activities

3. Select Monitoring Actions

Choose specific actions to track:

Record Access: Monitor document viewing and downloads
Permission Changes: Track access right modifications
Unauthorized Access Attempts: Log security incidents
Link Sharing: Monitor external sharing activities
Geolocation of Access: Track access locations

4. Specify Users

Search and select specific users to monitor
Add multiple users as needed
Remove users using the 'x' button next to their names

5. Set Department Filters

Choose relevant departments:
- Accounts & Finance
- HR
- Information Technology
- Other departments as applicable

6. Define Categories

Select document categories to include:

Tax Filings
Invoices
Payroll Records
Expense Reports
Additional custom categories

7. Choose Output Format

Select your preferred report format:

PDF: For formal documentation
XLS: For data analysis and manipulation

8. Save Template

Review all selections
Click "Create Template" to save
Template will be available for future use

Best Practices

Use clear, descriptive template names
Include only relevant monitoring actions
Regularly review and update templates
Consider compliance requirements when selecting tracking options
Document template purposes for team reference

Conclusion

Creating custom report templates streamlines your organization's monitoring and compliance processes. By following these steps, you can build templates that precisely match your reporting needs while ensuring consistency and saving time in future reporting tasks.