Procorem includes account-level data views, which allow you to search, analyze, and report on information across the account. With data views, you can add or remove columns, sort, filter, and group columns, and navigate to a data record from the view.
Account data views include:
The data refresh process starts approximately every five minutes. The process end time varies. Please refresh the page if data appears incomplete.
Data views are visible to any user on the account. The records (rows) displayed depend on the user's WorkCenter access. For example, if the user is a collaborator on one WorkCenter, they will see only the records of that WorkCenter. Account and WorkCenter administrators will see files for all active WorkCenters on the account.
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Account Administrator access; Restricted collaborator access
You can access the Data Views Overview page from the Account Overview page.
The data views are grouped into WorkCenter data views and Admin data views. These menus are expandable and collapsible.
From a data view, you can:
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Select the page to view.
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Enter a specific page to view.
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Specify how many records to view per page.
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See how many records are in the data view.
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Click a row to navigate to the details for that particular record.
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Files—Edit Files page
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Tasks—Edit Task page
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Posts—Edit Post page
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Collaborators—WorkCenter landing page for the collaborator
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WorkCenters—WorkCenter landing page
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Procorem data views offer a number of tools for customizing the view and managing the data in the view.
All columns are visible by default. Using the header menu , you can select and clear the columns shown on screen. Your selections will be saved if you leave and return to the data view.
Drag and drop the column headers in the grid to change the column order. Your selections will be saved if you leave and return to the data view.
The default sort depends on the data view:
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Files—File name
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Tasks—Task title
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Posts—Plain text
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Collaborators—Collaborator name
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WorkCenters—WorkCenter name
One column can be sorted at a time. Using the header menu , you can change the sort of the data (sort ascending, sort descending). Alternatively, you can click the column header name to change the sort for a column. Your selections will be saved if you leave and return to the data view.
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Options for sorting a data view
When you sort by a user name column, such as Initial Upload By, the sort occurs by first name.
Using the header menu , you can filter the data.
The filter options available depend on the format of the column.
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Text fields can be filtered to show records that Contains, Starts with, Equals, Does not equal, Does not contain, Ends with, Is blank, Is not blank. You can then the enter the value to use in the filtering.
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Picklist fields (drop-down) can be filtered to show all, one, or multiple of the picklist values.
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Numeric fields can be filtered to show records that Is equal to, Is not equal to, Is greater than or equal to, Is greater than, Is less than or equal to, Is less than, Is null, Is not null. You can then enter the value to use in the filtering.
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Date fields can be filtered to show records that Is equal to, Is not equal to, Is after or equal to, Is after, Is before or equal to, Is before, Is null, Is not null. You can then enter or select the date to use in the filtering.
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Checkbox fields can be filtered to show records that are selected (Yes) or cleared (No).
Your selections will be saved if you leave and return to the data view.
If you hide a column that has had filtering applied, the filtering persists. Keep this in mind if it appears data is missing from the view.
For an overview of data view functionality, see Data Views.
The Files data view allows you to view files across the account.
The data view shows files in the account for the active WorkCenter(s) that you are collaborator on. You must have accepted the invitation to the account. Account and WorkCenter administrators will see files for all active WorkCenters on the account.
Table 1. Files Data View
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Column |
Description |
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File Name |
File thumbnail image and the file title. |
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WorkCenter Name |
WorkCenter Name of the file. |
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WorkCenter Category |
WorkCenter Category of the file. |
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Status |
Status of the file. |
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Type |
Type of file. |
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File Size |
File size, displayed as kb. |
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Folder |
Name of the folder the file exists within. |
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# of Comments |
Count of file comments. |
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# of Versions |
Count of file versions. |
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# of Linked Tasks |
Count of tasks linked to the file. |
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# of Activities |
Count of activities associated to the file. |
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Initial Upload Date |
The date the file was first uploaded. |
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Initial Upload By |
The name of the user that first uploaded the file. |
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Initial Upload By Role |
The WorkCenter Role of the user that first uploaded the file. |
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Last Upload Date |
The date of the most recent file version. |
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Last Upload By |
The name of the user that uploaded the most recent version of the file. |
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Last Upload By Role |
The WorkCenter Role of the user that uploaded the most recent version of the file. |
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Most Recent Comment |
The most recent file comment prefixed with the user name and date updated (up to 100 characters). |
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Most Recent Associated Task |
The most recent task associated to the file (up to 100 characters). |
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File Description |
Description of the file (up to 100 characters). |
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Created Date |
The date the file was created. |
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Created By |
The name of the user that created the file. |
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Created By Role |
The WorkCenter Role of the user that created the file. |
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Updated Date |
The date that the File Details were most recently updated. |
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Updated By |
The name of the user that most recently updated the File Details. |
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Updated By Role |
The WorkCenter Role of the user that most recently updated the File Details. |
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Uploaded Physical File Name |
The file name of the most recent file from the user's device. This can be different from the Procorem file title. |
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WorkCenter ID |
WorkCenter ID of the file. |
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File ID |
System ID for the file. |
For an overview of data view functionality, see Data Views.
The Tasks data view allows you to view tasks across the account.
The data view shows tasks in the account for the active WorkCenter(s) that you are collaborator on. You must have accepted the invitation to the account. Account and WorkCenter administrators will see tasks for all active WorkCenters on the account.
Table 2. Tasks Data View
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Column |
Description |
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Task Title |
The name of the task. |
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Task Group |
The selected group for the task. |
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WorkCenter Name |
WorkCenter Name of the task. |
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WorkCenter Category |
WorkCenter Category of the task. |
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Status |
Status of the task (New, Pending Prior Task Completion, Pending Assignees, Pending Approval, Complete). |
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Completed Date |
The date and time the task is completed, localized to the browser's time. You can filter to the date level, not time. |
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Due Date |
The date and time the task is due, localized to the browser's time. You can filter to the date level, not time. |
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Location |
The task location. |
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Assignees |
List of assignees, first name and last name. The following symbols provide visual cues about the task's assignees:
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Assignee Roles |
List of assignee roles, such as Property Manager, Owner, Developer. If the task indicates all WorkCenter collaborators are assignees, then "All WorkCenter Collaborators" is displayed. |
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Require All Assignees |
If any assignees can finish the task, "Any assignee can mark task as finished" is displayed. If all assignees must finish the task, "All assignees must mark task as finished" is displayed. |
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Approvers |
List of approvers, first name and last name. The following symbols provide visual cues about the task's approvers:
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Approver Roles |
List of approver roles, such as Propery Manager, Owner, Developer. If the task indicates all WorkCenter collaborators are approvers, then "All WorkCenter Collaborators" is displayed. |
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Require All Approvers |
If any approvers can approve the task, "Any approver can mark task as approved" is displayed. If all approvers must approve the task, "All approvers must mark task as approved" is displayed. |
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Ordered Approvals |
Indicates "Yes" if the task must be approved in a specific order or "No" if approvers can approve the task in any order. |
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Followers |
List of followers, first name and last name.
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Follower Roles |
List of follower roles, such as Property Manager, Owner, Developer. If the task indicates all WorkCenter collaborators are followers, then "All WorkCenter Collaborators" is displayed. |
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Sort Order |
The sort order of the task. |
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Parent Task |
The task title of the parent task (from task flow). |
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Parent Task Default Days Due |
The number of days that the system will set the due date of this task to upon completion of the parent task. |
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# of Reminders |
Count of reminders associated to the task. |
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# of Linked Files |
Count of files linked to the task. |
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# of Activities |
Count of activities associated to the task. |
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Most Recent Comment |
The most recent task comment prefixed with the user name and date updated (up to 100 characters). |
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Most Recently Uploaded Associated File |
The most recent file uploaded associated to the task (up to 100 characters). |
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Description |
Description of the task (up to 100 characters). |
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Created Date |
The date and time the task was created, localized to the browser's time. You can filter to the date level, not time. |
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Created By User |
The name of the user that created the task. |
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Updated Date |
The date and time that the Task Details were most recently updated, localized to the browser's time. You can filter to the date level, not time. |
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Updated By |
The name of the user that most recently updated the Task Details. |
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WorkCenter ID |
WorkCenter ID of the task. |
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Task ID |
System ID for the task. |
For an overview of data view functionality, see Data Views.
The Posts data view allows you to view posts across the account.
The data view shows posts in the account for the active WorkCenter(s) that you are collaborator on. You must have accepted the invitation to the account. Account and WorkCenter administrators will see posts for all active WorkCenters on the account.
Table 3. Posts Data View
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Column |
Description |
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Post |
The first 500 characters of the post. |
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WorkCenter Name |
WorkCenter Name of the post. |
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WorkCenter Category |
WorkCenter Category of the post. |
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Created By User |
The name of the user that created the post. |
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Updated By |
The name of the user that most recently updated the Post Details. |
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Created Date |
The date and time the post was created, localized to the browser's time. You can filter to the date level, not time. |
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Updated Date |
The date and time that the Post Details were most recently updated, localized to the browser's time. You can filter to the date level, not time. |
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Approved by Poster |
Indicates "Approved" or "Unapproved". |
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# of Attachments |
Count of file attachments on the post that came from an email. |
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# of Moved Attachments |
Count of file attachments on the post that came from an email that have been moved into the WorkCenter file system. |
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# of Unmoved Attachments |
Count of file attachments on the post that came from an email that have not been moved into the WorkCenter file system. |
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Attachments |
List of all file attachment names associated with the post, up to 250 characters. |
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WorkCenter ID |
WorkCenter ID of the post. |
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Post ID |
System ID for the post. |
For an overview of data view functionality, see Data Views.
The Collaborators data view allows you to view collaborators across the account.
The data view shows collaborators in the account for the active WorkCenter(s) that you are collaborator on. Account and WorkCenter administrators will see collaborators for all active WorkCenters on the account.
Table 4. Collaborators Data View
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Column |
Description |
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Collaborator Name |
First name and last name of the collaborator. |
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Email Address |
Email address of the collaborator. |
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WorkCenter Name |
WorkCenter Name that the collaborator is associated with. |
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WorkCenter Category |
WorkCenter Category of the WorkCenter that the collaborator is associated with. |
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Status |
Status of the collaborator (Pending WorkCenter access, Invite pending acceptance, WorkCenter accessed). |
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WorkCenter Role |
The WorkCenter role name for the collaborator. |
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Added to WorkCenter Date |
The date and time the collaborator is added to the WorkCenter, localized to the browser's time. You can filter to the date level, not time. |
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Added By User |
The first name and last name of the user who added the collaborator to the WorkCenter. |
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WorkCenter ID |
WorkCenter ID of the collaborator. |
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Collaborator ID |
System ID for the collaborator. |
For an overview of data view functionality, see Data Views.
The WorkCenters data view allows you to view WorkCenters across the account.
The data view shows the active WorkCenter(s) on the account that you are collaborator on. You must have accepted the invitation to the account. Account and WorkCenter administrators will see all active WorkCenters on the account.
Table 5. WorkCenters Data View
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Column |
Description |
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WorkCenter Name |
WorkCenter Name. |
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WorkCenter Category |
WorkCenter Category. |
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Last Activity Date |
The created date and time of the last activity associated with the WorkCenter, localized to the browser's time. You can filter to the date level, not time. |
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# of Collaborators |
Count of active collaborators on the WorkCenter. |
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# of Member Collaborators |
Count of active collaborators on the WorkCenter who are members of the account, including those who have not accepted the invitation to the account. |
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# of Guest Collaborators |
Count of active collaborators on the WorkCenter who are guests of the account, including those who have not accepted the invitation to the account. |
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# of Collaborators with Unaccepted Invites |
Count of active collaborators on the WorkCenter who have not accepted the invitation to the account. |
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# of Collaborators with Pending Access |
Count of active collaborators on the WorkCenter who have not accessed the WorkCenter. |
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# of Files |
Count of files on the WorkCenter. |
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# of Folders |
Count of folders on the WorkCenter. |
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# of Tasks |
Count of tasks on the WorkCenter. |
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# of Completed Tasks |
Count of tasks in the Completed status on the WorkCenter. |
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# of Uncompleted Tasks |
Count of tasks not in the Completed status on the WorkCenter. |
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# of Activities |
Count of activities associated to the WorkCenter. |
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# of Announcements |
Count of active, non-expired announcements associated to the WorkCenter Category of the WorkCenter. |
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Is WorkCenter Template |
Indicates "Yes" if the WorkCenter is a template or "No" if it is not a template. |
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Require Incoming Email Approval |
Indicates "Yes" if the WorkCenter requires approval of incoming emails or "No" if it does not. |
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Landing Page |
The home, or landing, page for the WorkCenter. The column is blank when no WorkCenter Category is selected for the WorkCenter. |
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Description |
The text description of the WorkCenter, up to 100 characters. |
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Created Date |
The date and time the WorkCenter was created, localized to the browser's time. You can filter to the date level, not time. |
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Created By User |
The name of the user that created the WorkCenter. |
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Updated Date |
The date and time that the File Details were most recently updated, localized to the browser's time. You can filter to the date level, not time. |
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Updated By |
The name of the user that most recently updated the WorkCenter Details. |
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WorkCenter ID |
WorkCenter ID. |
For an overview of data view functionality, see Data Views.
Any time you move, copy, transfer, or import information in Procorem, the system tracks the progress and activity. While you can view this information on the Background Processes page for your profile or for the account, the profile page is limited to the processes you initiated and the account page is limited in the number of records displayed. If you need to view all records, or if you want to sort, filter, group, and export the records, visit the Background Processes data view.
The Background Processes data view allows you to view the background processes that have been initiated across the account, such as bulk template publish and make a copy processes. Each record (row) in the data view represents a background process item (child level); for example, Import Tasks item of the Import Template process.
You must be an Account Administrator or WorkCenter Administrator to access this data view.
Table 6. Account Background Processes Data View
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Column |
Description |
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Background Task ID |
Hidden by default |
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Background Task Title |
The description of the parent background process (for example, Import Template) |
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Background Task Updated Date |
Final processing date for the background process Sorted in descending order by default |
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Background Task Status |
The status of the parent background process |
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Started By |
The name of the user who initiated the process If the user leaves the account, the data view continues to show their name for background processes in the data view. |
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Process Item Title |
The description of the child background process item (for example, Import Tasks) |
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Process Item Status |
The status of the child background process item |
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Started |
The start date of the background process item |
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Stopped |
The end date of the background process item |
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Total Records |
The number of items (child level) the system attempted to process |
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Processed Records |
The number of items (child level) the system completed processing |
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Source Account |
The name of the source account |
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Destination Account |
The name of the destination account |
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Source WorkCenter |
The name of the source WorkCenter Records are shown for all WorkCenters, including archived and deleted WorkCenters. |
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Destination WorkCenter |
The name of the destination WorkCenter Records are shown for all WorkCenters, including archived and deleted WorkCenters. |
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Import Files and Folders |
Displays Yes if selected Displays No if cleared |
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Import File Versions |
Only applicable for Make a Copy Displays Yes if selected Displays No if cleared |
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Import File Comments |
Only applicable for Make a Copy Displays Yes if selected Displays No if cleared |
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Import Tasks |
Displays Yes if selected Displays No if cleared |
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Import Task Comments |
Only applicable for Make a Copy Displays Yes if selected Displays No if cleared |
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Task Auto Due Date |
Displays the number entered; otherwise, blank |
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Import Posts |
Displays Yes if selected Displays No if cleared |
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Import Collaborators |
Displays Yes if selected Displays No if cleared |
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Suppress Import Emails |
Displays Yes if selected Displays No if cleared |
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