In this section:
- How to access reports
- Predefined reports
- Actions available within reports
- Dashboard
- Role based access restrictions
How to access reports
Reports are accessible from the apps menu on the navigation bar. Apps can be pinned to the landing page by using the edit action on the landing page to pin.
When apps have been selected, changes must be saved to appear on the landing page.
Predefined Reports
A set of predefined reports are available within the reports module. The reports are grouped into the following categories;
- Workflow and Tasks
- Documents
- System Configuration
- User activity
- My Reports
Workflow and Tasks
A workflow record groups all associated tasks together so it’s possible to get an overview of how many workflows have been created, are active or have been completed and an understanding of tasks that have been generated as part of that workflow. The workflow tracker report is useful to get an overview and understand how many tasks are outstanding on a workflow. This report is interactive and selecting the workflow icon in the first column of the results will launch the task tracker report for the tasks associated with that workflow.
The task tracker report is a very useful report that will return detail on every task that has been generated in Docman. The filters available are extensive and will allow the report to be tailored to show results for tasks based on:
- Date filters such as date due, created or completed
- Recipient user or group
- Patient identifiers
- Task categories
- Status (active, completed, declined, on hold or removed)
- Task names. This is based each customer’s configuration of Docman and will show the task templates they have created e.g. Book appointment or Accept into Clinic X
- Number of days overdue
Filters are applied on the left of the screen and reports are executed using the Run Report action at the bottom of the filter pane.
The Task Tracker Report:
Documents
The Documents to File report offers visibility of documents that are still in capture and filing to be processed.
No filters are required to run this report, but filters can be applied to specify results based on:
- The date the document was added
- The user that added the document
- The source e.g. if the document was scanned or was received electronically
- The file format
Documents to File Report:
The Document List report should be used to show all other documents that have been saved into a patient’s record or non-patient section. The list of filters for this report is extensive and can answer questions such as:
- How many discharge summaries have we saved from Hospital X?
- How many referrals have we received from GP Practice Z?
- Which documents have been saved to Docman but have not been filed into the clinical system using an API Integration?
For users with Privacy Officer, Caldicott Guardian or Restricted Content Manager roles the secured documents report is available which provides details of any document that has had security applied and the users, groups or roles that have been authorised to access them.
System Configuration
The reports contained in this section are useful to display details of the filing and task configuration for a site. There are reports that will show lists of:
- Filing Templates
- Active Users
- Active Groups
- Task Comments
- Quick Steps
- Task Views
- Document Folders
In addition to each of the above, some reports in this group will show the changes that have been applied to:
- User profiles
- User Groups
- Workflow Templates
- Task Templates
This makes it possible to track which users are making changes to the system configuration and the reports detail the changes they made.
The Role to feature report is useful to understand which features are available to each role. Similarly, it’s possible to select a role from the filter and see all features associated with that role. This is particularly useful where custom roles have been generated.
For users with Privacy Officer, Caldicott Guardian or Restricted Content Manager roles the secured sections and secured items reports are available. The secured section report provides details of any section e.g. patient section or app e.g. death register that has had security applied and the users, groups or roles that have been authorised to access them. The secured items report provides details of any record e.g. patient, that has had security applied and the users, groups or roles that have been authorised to access them.
User Activity
The user activity group contains reports to show user activity, documents deleted by user and a user access log. This group of reports is only available to users that have the Privacy Officer, Caldicott Guardian or Restricted Content Manager roles.
The user activity report is useful to show activity completed over a period for specified user/s. The filter allows restriction to specified tasks e.g. filing. This filter can be left blank to show all activities.
User Activity Report: 
My Reports
Within the action panel, the option to add to My Reports is available. This will save any filters that have been applied and prompts for a label to name the report before saving it to the My Reports group.
This is particularly useful if a report is generated often with similar filters each time.
Actions available within reports
Actions to export the results are available for each report. The export function downloads the results into a CSV file.
Dashboard
The dashboard contains a stacked horizontal bar chart that shows the active tasks per user or group depending on the configuration.
Each segment of the bar is interactive and when selected will launch the task tracker report for the tasks that are associated with that segment.
The report is based on a snapshot at the time that the report is executed and needs to be refreshed to show changes in system activity.
Active Task Chart in Dashboard:
The users and groups that are shown and the series that are presented can be configured locally at user and organisation level.
This is done in Settings > My Profile > Dashboard or Settings > Organisation Settings > Dashboard.
Chart Settings:
The title of the chart can be configured along with the type of tasks shown. The colours used in the chart can be defined when creating each series.
When defining each series, it is advised to take care not to overlap the values that appear in each series otherwise the count of tasks will be inflated e.g.
For tasks up to 1-day old use less than 1 day.
The between clause is inclusive so where a series is defined as between 1 and 3 days this will include tasks that are both 1 and 3 days old.
Role based access restrictions
Access to the reports within the reports module are restricted by role. The matrix below shows the roles and the reports that users with the role can access.
