Why do disabled documents appear in the Document Register report even when Deleted filter is not chosen?

Leo Comia Updated by Leo Comia

Overview

The Document Register report provides details on documents stored within PROMPT, including their status, department, section, document type, and various dates such as Last Changed, Last Reviewed, and Due for Review. Users may occasionally run a report for Active documents and notice that disabled documents appear in their generated reports. This article explains why this occurs and how to refine your report criteria to exclude disabled documents.

Reason Disabled Documents Appear in the Report

When generating a Document Register report for Active documents, users might select a filtering criteria that inadvertently includes disabled documents.

For example:

  1. A document is marked as both Disabled and Private
  2. The Private status is selected in the report filter settings
  3. The report will contain Disabled documents as they exist under the Private status also.

Steps to Exclude Disabled Documents from the Report

If you wish to exclude disabled documents from appearing in your Document Register report, follow these steps:

  1. Navigate to the Document Register report settings in PROMPT.
  2. Review the selected Status filters.
  3. If Private is selected, uncheck it to refine the results.
  4. Generate the report again to confirm that only active documents appear.

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