To assist you in monitoring access to your files, Activ automatically keeps track of who downloads your File Manager files and when they have last accessed each file. This information is provided as a standard part of each file’s record and can be viewed by any user who has ‘Edit’ or higher permissions to the appropriate Library. All users within your system are included within each individual file’s Download History tab, making this feature particularly useful when you need to ascertain who has downloaded a given file, and whether all users have read individual ‘Need to Read’ files (see Need to Read Files). In addition, the Download History is provided on a version by version basis for each file, allowing you to confirm who has accessed both the current and the previous versions of each file.
To view the download history of a given file, open the file’s Properties tab (see View a File’s Properties) and click on the Download History tab.
You will be presented with a full list of all users who have access to the file, along with a record of whether they have downloaded the file. If a user has downloaded the file, you will additionally be provided with the date and time on which they last did so, enabling you to determine precisely when the file was last accessed.
By default, all applicable users are included within this register, but if you have many users in your system then you can use the Viewed? filter at the top of the screen to refine the results by Viewed? ‘Yes’ (all users who have downloaded the version), or Viewed? ‘No’ (all users who have not viewed the version). In addition, Activ allows you to review the download history of all previous versions of the file by using the Version* dropdown at the top of the screen.
If necessary, you can also download a CSV file of a given file’s download history by clicking on the Export button in the bottom right of the screen.
