Participant Records Report

Open Reports > Participants > Participant Records.

Report Overview

This report shows one row per Participant record, including current, expired and archived records, plus a Missing row for each required record a Participant does not have. Records are set up as described in Participant Records.

A record type is required for a Participant when it is required for all Participants, required for a tag the Participant has, or required on one of the Participant's services:

For a record type required for all Participants or by tag, a Missing row appears when the Participant has no Current record of that type. An expired or archived record does not count, so the Participant can have both an Expired row and a Missing row for the same type.
For a record type required on a service, a Missing row appears when no record of that type is attached to that service.

When a new, current Participant record of the same record type is added with its own expiry date, the old expired record shows as Superseded here instead of Expired, so Expired only lists records that still need action. If the expired record is attached to a Plan Service, the new record has to be on that same Plan Service to supersede it. The Participant's own Records page still shows that record as Expired, since that's true of that specific document.

Only active Participants are included until you change the Participant Status filter.

"Your own Participants" (My Participants) are the Participants you are the Primary Coordinator for, plus those where you are the Service Coordinator on a service that is running today.

Report Columns

Status

Current, Expired, Superseded, Missing or Archived. A record is Expired when its record type expires and its expiry date has passed, unless a new, current record of the same type has since been added, in which case it shows as Superseded.

Participant

The Participant the record belongs to.

Coordinator

The Primary Coordinator for the Participant. This column only shows when you are viewing All Participants.

Record Type

The type of record.

A record required by a Service shows the Service name below the Record Type. An exempt requirement shows its reason there too, followed by the person who set the exemption when available.

Issue Date

The issue date of the record.

Expiry Date

The expiry date of the record.

Signature Status

The record's signature status: Not Sent, Awaiting Signatures, Signed or Not Required. Missing rows show a dash.

Whether a record exists or a required record is missing, you'll have access to a menu per record for that Participant, via the three dots at the end of the row.

Use View Record on an existing record to make changes or send it for signing.
Use View Participant Records for both existing and missing records. If a record is missing, use this to open the Records page of the Participant's profile, where you create the missing record.

The report opens sorted by Participant name. Click a column header to sort by that column instead, for example to find records nearing expiry, unsigned documents, or records by Participant or coordinator.

Available Filters

To apply filters, click Filter and select the filter you'd like to use.

Search

Search for a Participant by name.

Record Type

Record Type shows Records of the selected types.

Status

Filter the report by record status: Missing, Expired, Superseded, Current or Archived. For example, choose Missing to find every required record that has not been added. With no status chosen, all statuses are listed.

Exempt is also available. It means the Service requirement has been deliberately exempted and is not outstanding.

Belongs To

Use Belongs To to show requirements attached directly to the Participant, or requirements attached to a Service.

Expiry

Choose This month to find current records that expire between today and the end of this month, or Next month for current records that expire during next month. Records that have already expired are not included.

Primary Coordinator

Primary Coordinator shows Records for a selected coordinator's Participants. Choose Unassigned for Participants with no Primary Coordinator.

Service Coordinator

Service Coordinator shows Records for Participants with the selected coordinator on a Service in their current Plan. Choose Unassigned when no Service on the current Plan has a Service Coordinator.

Primary Coordinator and Service Coordinator appear when Participant filters are enabled and you can view records for all Participants. A Region filter appears when Regions are enabled and you can view all regions.

Team

Team shows Records for Participants coordinated by members of the selected Teams. It appears when Teams are enabled and you can view all Teams and all Participant Records.

Participant Status

Choose Active, Archived, or both to include archived Participants. With no choice made, only active Participants are listed.

Signature Status

Show records that are Not Sent, Awaiting Signatures, Signed or Not Required. Missing rows have no record, so they are hidden while this filter is set.

View records for

If you can view records for all Participants, use the Participants switch to choose All Participants or My Participants. It opens on All Participants. Team Members do not see the switch and always see their own Participants.

Video Overview

Here is a video overview of this process