Document Share Report
Overview
Below is a business-focused explanation of the Document Share Report in Dafater, written for managers, team leads, compliance officers, and system administrators.
Document Share Report – Business Overview
What Business Information This Report Provides
The Document Share Report gives visibility into who has access to which business documents within Dafater.
It shows all documents that have been shared between users, along with the level of access granted (such as read, write, or full control).
This report helps the business understand: - Which employees or stakeholders can view or modify specific records - How information is being distributed across teams - Whether access aligns with roles, responsibilities, and data governance policies
When and Why to Use This Report
You should use the Document Share Report when you need to:
- Review data access and confidentiality
- Audit document permissions for compliance or internal control
- Investigate unauthorized changes or data exposure
- Prepare for audits or management reviews
- Ensure role-based access is being followed in practice
It is especially valuable in organizations handling sensitive data, such as employee records, financial documents, contracts, or customer information.
Key Columns and Their Business Meaning
| Column | Business Meaning |
|---|---|
| User | The person who has been granted access to the document |
| Document Type | The type of business record shared (e.g., Invoice, Employee Record, Contract) |
| Document Name / ID | The specific document that was shared |
| Read Access | Indicates whether the user can view the document |
| Write Access | Indicates whether the user can edit or update the document |
| Share Access | Indicates whether the user can further share the document with others |
| Owner | The original owner or creator of the document |
| Creation Date | When the sharing permission was granted |
These columns help the business quickly understand who can do what with each document.
Available Filters and Their Business Purpose
| Filter | Business Purpose |
|---|---|
| User | Identify all documents accessible to a specific employee |
| Document Type | Focus on sensitive document categories such as financial or HR records |
| Document Name | Investigate access to a specific record |
| Owner | Review documents owned by a particular manager or department |
| Date Range | Track recent access changes or review historical sharing patterns |
Filters allow managers to narrow down access reviews and focus on high-risk or high-impact areas.
How to Interpret the Results for Business Decisions
- Too many users with write access may indicate a risk of unauthorized changes
- Shared documents outside the responsible team may suggest a data privacy concern
- Users with share permission should typically be limited to managers or administrators
- Old or inactive users with access may require immediate cleanup
By reviewing this report regularly, businesses can: - Strengthen data security - Reduce operational and compliance risk - Enforce accountability and ownership
Common Use Cases and Business Scenarios
Internal Audit & Compliance
- Verify that only authorized users can access sensitive records
Employee Role Changes
- Review and adjust document access when employees move roles or departments
Incident Investigation
- Identify who had access to a document that was incorrectly modified or leaked
Data Governance Reviews
- Ensure document sharing aligns with company policies
Management Oversight
- Provide leadership with transparency into information flow across the organization
Business Value Summary
The Document Share Report is a critical governance and oversight tool in Dafater.
It ensures controlled access, accountability, and data protection, enabling informed decisions that protect the organization’s information assets while supporting collaboration.
Report Information
- Module: Core
- Related DocType: DocShare
- Report Type: Report Builder
- Standard: Yes