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Document Management 101

Expanding Your Document Management Capabilities with Scheduled Reporting

Creating automated scheduled reports is a proactive business strategy that drives operational efficiency, improves client and vendor relationships, and ensures compliance with data regulations.

April 17, 2024

Woman standing in a big, open office

Navigate complex workflows with ease.

Document retention is a key function of a robust document management system. Organizations may need to reorganize batches of files or purge certain files after a set time period.

This is where scheduled reporting solutions can make a difference. By creating and saving custom queries and running recurring reports, your DMS can save you a lot of time and effort. But scheduled reporting is more powerful and vital to your business than you probably realize.

With DocuXplorer’s scheduled reporting, you instantly pull the documents you want and send them to the right people at the right time. Let’s explore how this tool works for Accounts Payable invoices and how it can transform your management processes.

Scheduled reports in two steps

Here’s how scheduled reports work in DocuXplorer:

  1. Create a Saved Search: Identify your search criteria. What are you looking for?
  • A type of document? 
  • A status?
  • A $ amount? 
  • A creation, expiration, or due date? 
  • A transaction type? 
  1. Add the saved Search to the Workflow: Schedule Report.
  • Specify how often these documents need to be queried. Hourly, daily, weekly, monthly, or yearly? Reports will only be sent when relevant documents exist, so you’ll never get empty alerts.
  • Select who needs to be alerted.

That’s it. Think of how many hours of work this can save you!

Curious how many invoices you process each month? Or how long it takes to process an invoice? Or even which steps invoices always get held up? You'll have reportable data to help you optimize your processes even further, saving time, money, and headaches.

Scheduled reporting will keep you on top of your most tedious tasks, allowing your business processes to run consistently without constant oversight.

Scheduled Reporting use cases

Recent data shows as much as 60% of a team’s time is spent on work about work. That means recurring tasks like running reports prevent people from being able to focus on role-specific, skilled work.

Business process automation removes the barrier to productivity. So what can DocuXplorer’s scheduled reporting solution help you streamline?

Document Retention

Generate a list of documents created over X years ago and alert specific users when old documents need to be updated or removed. Identifying and managing outdated documents ensures compliance and data security.

List of 5 and 7 year retention policies

Company Policies 

Maintain regulatory compliance by setting alerts when company policies are due for review and getting approval once changes have been made.


Accounts Payable Reporting

Query monthly outstanding invoices and ping those who need to take action. You’ll streamline invoice processing and address issues quickly.

Incomplete Documents

Searching by metadata, such as document status, allows you to query any files missing critical information or pending specific actions.

Workflow Report

Pull a weekly list of all incomplete workflows. Address bottlenecks and prevent things from falling through the cracks.



Send a report of all signed or outstanding contracts. DocuXplorer integrates with DocuSign and Zorrosign, so you can send, receive, and file contracts without doing a thing.


Sales Contracts

How many incomplete contracts are slowing or stopping your revenue flow? Export a list of pending contracts, alert relevant managers, and set deadlines.


When do certifications expire? Query upcoming expiration dates and send out the required documentation to complete re-certification without any lapses.

Your business is only as good as its processes

Beyond automation, DocuXplorer’s scheduled reporting keeps you proactive and makes your documentation a strategic part of business operations. You’ll maintain a high level of awareness about your document lifecycle and processes, resulting in smoother decision-making and more operational agility.

With DocuXplorer, you get smart document management automation that meets your business process needs and best practices. Unlock greater efficiency and control over your documents.

Ready to elevate your document capabilities?