Introduction
The Synced Log feature in RecordsKeeper.AI provides real-time visibility into the synchronization status of all your files from connected storage sources. For finance executives, accountants, auditors, and legal professionals who rely on accurate and complete record management, understanding the status of your uploaded files is crucial for maintaining compliance and ensuring data integrity.
This powerful tool helps you quickly identify which files have successfully synced, which have failed, and enables you to take appropriate action to maintain a comprehensive and up-to-date record system.
Understanding the Synced Files Log Interface
The Synced Files log provides a comprehensive overview of all files being synchronized with RecordsKeeper.AI. The interface includes:
File Name: Displays the name of each file being synchronized
File Size: Shows the size of each file (KB, MB, GB)
Source Name: Indicates where the file originated (Local Upload, Collaboration, My Office Files, etc.)
Synced On: Shows the date and time when synchronization was initiated
Last Synced: Displays the most recent successful synchronization date and time
Sync Status: Visual indicators showing whether files are "Synced" (green) or "Failed" (red)
Monitoring File Synchronization Status
Viewing Sync Status at a Glance
The color-coded status indicators make it easy to quickly assess your file synchronization health:
Green "Synced": Indicates files that have successfully synchronized and are ready for use
Red "Failed": Highlights files that encountered issues during synchronization and require attention
This visual system allows finance teams and legal professionals to immediately identify problem areas without manual checking, saving valuable time during audits or compliance reviews.
Filtering and Searching for Specific Files
To locate specific files or narrow down your view:
Use the search bar in the top right to find files by name
Click the "Filter" button to refine results based on specific criteria such as:
Storage type
File type
Date range
Sync status
For accountants and auditors who need to locate specific financial documents quickly, these filtering capabilities significantly reduce search time.
Troubleshooting Failed Synchronizations
When you identify files with a "Failed" status, follow these steps to resolve synchronization issues:
Note the specific files marked as "Failed"
Check for common issues:
File permission problems
Corrupt file formats
Network connectivity issues
Storage source availability
Retry synchronization by re-uploading the file or checking the connection to the source
If problems persist, utilize the "Learn More" link for advanced troubleshooting options
For compliance officers and finance executives, quickly resolving failed synchronizations ensures your record system remains complete and audit-ready at all times.
Exporting Synchronization Reports
The Export functionality allows you to generate comprehensive reports of your file synchronization status—essential for compliance documentation and audit trails:
Filter the view to the specific files you want to include in your report
Click the "Export" button in the top right
Select your preferred format (typically CSV or PDF)
Save the report to your desired location
These exportable reports provide critical documentation for:
Internal compliance reviews
External audits
Record management verification
Troubleshooting historical sync issues
Legal teams and auditors can use these reports as evidence of proper record management practices during regulatory reviews.
Customizing Your View
To optimize your synchronization monitoring:
Use the dropdown menu (showing "10" in the screenshot) to adjust how many records display per page
Navigate between pages using the pagination controls at the bottom
Sort columns by clicking on column headers to organize files by relevant criteria
Customizing your view helps accounting teams and finance professionals focus on the most relevant files for their current tasks.
Best Practices for Optimal File Synchronization
For finance and legal professionals managing sensitive records:
Regular Monitoring: Check the Synced Files log daily to promptly address any synchronization issues
Scheduled Exports: Generate and archive synchronization reports weekly or monthly for compliance documentation
Prioritize Critical Files: Address failed synchronizations for financial and legal documents immediately
Verify New Connections: After connecting a new storage source, verify all files sync correctly
Following these practices ensures your record system remains reliable and audit-ready at all times.
Conclusion
The Synced Files log feature in RecordsKeeper.AI provides finance executives, accountants, auditors, and legal professionals with comprehensive visibility into the status of all synchronized files. By leveraging this powerful tool, you can ensure all your critical records are properly synchronized, quickly identify and resolve any issues, and maintain robust documentation for compliance purposes. Regular monitoring and proper use of the export functionality will help maintain the integrity of your record management system and provide peace of mind during audits and regulatory reviews.