Lesson #100
Tools – Repository Download Log function
In addition to complying with general security rules for business applications, tracking repository access is useful to see which clients and resources are using your RB Connect, and which files they are downloading. You can also give contacts the ability to track their own download activity in RB Connect.
You can set up RB9 to record repository activity by your staff, contacts, and/or resources. (For example, if you do not have RB Connect, you can set it to track staff use only.) After setting up RB9 to record repository activity, it will track all file download activities performed by individuals in your selected categories.
Then in the Repository Download Log, you can search for download activity by all persons within one of those categories, or by a single person; for a single date or date range; for a specific file or files with similar names; and/or for one, several, or all file types.
RB9 lists all download activity that matches your criteria by who accessed a file; when they accessed it; which repository the file is in; the file name, type, and description; and when the file was uploaded to the system. If someone downloads a file multiple times, each download is listed. You can sort the log by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). Export the log as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.
From the log, you can view/update details about any person or file by clicking the person or file’s hyperlink.
Clients can check their download activity too
If you set Repository Logging to include contact downloading activity, your contacts can also see their download activity in RB Connect’s Repository. Similar to RB9’s Repository Download Log, a Reviewed column will be included in their Repository results grid, and any file they download will record the date and time in that column, so your clients can see at a glance if they have downloaded a file or not.
NOTE: This is an RB9-only function. It is not included in RB Lite.
TL;DR: If RB9 is set up to track download activity, this report lists all activity by contacts, resources, or staff for a specific time period.
RB concepts in this lesson
Contact: Person who works for a firm you do business with, such as attorneys, paralegals, and secretaries.
RB Connect: Online repository, calendar, and access to your office for clients and resources. More >
Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval. When you store files in a case, they are in RB’s Case Repository; when you store files in a job, they are in RB’s Job Repository; etc. If you have RB Connect, you can give clients and/or resources access to specific repository files.
Resource: Person or thing that provides your business with a service, such as reporters.
