User Records Report
Open Reports > Team > User Records.
Report Overview
This report shows an overview of User Records, including current, missing, expired, and pending verification Records, so you can monitor Records across your team for compliance.
It covers every user who isn't deactivated, including restricted and invited users, and lists:
- one row for each Record a user holds, including archived Records.
- a Missing row for each required Record Type the user has no current Record of. A Record Type is required for a user when it is required for everyone, or required for one of their User Groups.
A Record only satisfies a requirement while it is current. A user whose only First Aid Record has expired therefore appears twice: once with the Expired Record and once as Missing. Astalty combines overlapping requirements, so each missing Record Type appears once per user even when several User Groups require it.
When a user adds a new, current Record of the same Record Type with its own expiry date, the old expired Record shows as Superseded here instead of Expired, so Expired only lists Records that still need action. The user's own Records page still shows that Record as Expired, since that's true of that specific document.
Every row is on one page.
Report Columns
The Status column shows where each row stands:
| Status | Meaning |
|---|---|
| Current | The Record is valid: not declined, archived or expired, and verified where its Record Type requires verification. |
| Awaiting verification | The Record needs verification and nobody has verified it yet. |
| Declined | The Record was reviewed and declined. |
| Expired | The Record Type has expiry turned on and the Record's expiry date has passed. |
| Superseded | The Record expired, but the user has since added a current Record of the same type with its own expiry date, so this row no longer needs action. |
| Archived | The Record has been archived. |
| Missing | The user has no current Record of a Record Type required for them. |
Use the actions menu at the end of a row to View Record (where a Record exists) or View User Records for that user.
User
This is the name of the User.
Record Type
This is the Record Type of the Record.
Issue Date
The issue date of the Record.
Expiry Date
The expiry date of the Record.
Available Filters
To apply filters, click Filter and select the filter you'd like to use.
Search
You can search Records for a User by searching the User's name in the search field.
Record Type
Record Type shows Records of the selected types.
Status
You can filter the report by Record status - for example if you need to find all Records that are Missing or Awaiting Verification. The options are Awaiting Verification, Declined, Missing, Expired, Superseded, Current and Archived. With no status selected, every status is shown, including Archived.
Expiry
Use This month or Next month to find Records about to expire:
- This month shows Records expiring from now until the end of the current month.
- Next month shows Records expiring during the next calendar month.
Both options only include Current Records of a Record Type with expiry turned on. Records that have already expired, or are still awaiting verification, are left out. Use the Status filter to find those.
Other Filters
- User Group narrows the report to users in the selected User Groups.
- Region narrows the report to users in the selected Regions. It appears when your account uses Regions.
- Team narrows the report to users in the selected Teams. It appears when your account uses Teams.
Sorting Records
Select Status, User, Record Type, Issue Date or Expiry Date to sort the report. It opens sorted by User.
Exporting the Report
To download User Records as a file, use the User Records Export.
Video Walkthrough
Here is a video walkthrough that explains the process of exporting a User Records Report