Monitoring how many times a document has been viewed in Xtendis 7 and by whom

Documents in Xtendis typically contain sensitive information such as customer addresses, identification documents, contracts, and so on.

Determining who should have access to specific documents is done by setting up permissions, typically by allowing or denying users access to the archive in which these documents are stored.

The History panel in Xtendis can be used to see how many times a document has been viewed and by whom. If this reveals that permissions for a user are incorrectly set, this can be quickly changed via one of the options in the panel.

How this is done is described in this article.

Info: This feature requires Xtendis 7.2.12 or higher (see how to check which version of Xtendis you are using) and needs to be enabled by the system administrator for an archive.

Step 1. Use the Find option to search for a document.

Step 2. Select the document so that it is outlined in blue.

Step 3. In the vertical toolbar to the right of the screen, click the Show history icon.

The History panel appears. The number of times that the document has been viewed is shown at the bottom.

Figure: The number of times a document is viewed (B) can be seen by accessing the History panel (A).

Step 4. Click the Times viewed button to display the View history panel on the left side of the screen.

The panel shows the following information:

• A list of users (divided by users inside and outside the organization, if any) who have viewed the document and how many times they have done this.
• Details about the applied security zone.

Step 5. (Optional) Do one of the following:

• Click Open profile for a user to open the profile page for that user in a new tab.
• Click Show details in the Security Zone section at the bottom to open the Document Zones page for the archive in a new tab.

When returning to the tab in which the View history panel is shown, the panel now shows more details such as the platforms the user used to access the document, and the date and time on which this occurred.