Records

Mail Register

The Mail Register report is designed to simplify the handling of incoming and outgoing mail.

It lists the title, contact, current status, date added, partner, manager, reviewer, signatory and preparer for all records that have been assigned a specified status (at some stage) and have been added within a selected date range. The report is ordered by date added and title.

Optionally, the list can be filtered by a role and/or person.

Prerequisites:

Two record status descriptions, for example, Mail In and Mail Out, must be set up in Record Status Descriptions. The Mail In status should be assigned a type of Standard and Editable and the Mail Out status should be assigned a type of Final and Non-Editable.
When new mail is received it should be scanned, added to HowNow and assigned the Mail In record status.
When an item of mail is sent its record should be assigned a record status of Mail Out.

To run the Mail Register report, go to File > Reports > Records > Mail Register.

The Reports Dialog will appear.

Record Status: Select either Mail In or Mail Out (note that the report can be run for any record status).

Role: Optionally, choose a role to filter the list.

Person: Optionally, choose a person to filter the list.

Added Date Range: Choose a from - to date range.

Click Screen to display the report before printing it. (Then click the Print icon on the reports screen.) Click Printer to print the report without first displaying it on the screen.

Note: to save a report to a file, first display the report, then click the Save Report button. Enter a file name (including extension) in the file name field and then select the type of file from the Save as Type drop-down list. Click Save to save the report.

Records Utilisation

This reports shows the count of records created by each person or team for a specified date range.

Select File > Reports > Records > Record Utilisation. The Reports dialog appears.
Select from the available options:
- For Last Access Date Range – limits the report to the specified range of dates.
- By Person – if checked, shows the total number of records created by each person.
- By Team – if checked, shows the total number of records created by each team.
- Order by Usage Count – if checked, orders the output by highest number of documents per person/team. If not checked, orders the output by person or team.
Click Screen to display the report before printing it. (Then click the Print icon on the reports screen.) Click Printer to print the report without first displaying it on the screen.