Custom Document Submissions Report Overview

About this article: This article is a comprehensive guide to utilizing the Custom Document Submissions report in PickTrace. It is designed for Onboarding users utilizing custom documents to help track, customize, and automate the monitoring of employee document completion across their workforce.

What Is This Report?

The Custom Document Submissions report is a PickTrace template report available to Onboarding users. It shows a record of every custom document an employee has submitted and when. It is a great tool for tracking custom document completion across your workforce.

This report is available to all customers using the Onboarding product (both Standard Onboarding and Onboarding Plus).

What the Report Shows

Each row in the report represents a single document submission by a single employee. The report includes the following columns by default:

Column	Description
Document ID	The internal ID for the document template
Document Name	The name of the custom document as configured in PickTrace
Employee Name	The full name of the employee who submitted the document
Employee Number	The employee's PickTrace-assigned number
Employee Alt ID	The employee's alternate ID (e.g. used for payroll)
Submitted At	The date and time the employee submitted the document
Document Was Finalized When Submitted	Whether the document was in its final (non-draft) state at the time of submission
Birthday	Optionally, include employee Birthday in the report as a column

How to Run the Report

The Custom Document Submissions report lives in the PickTrace Reports tab — you cannot permanently edit the template itself. To run it and customize how data is presented, you open the template, configure it, and save your own copy.

1. Navigate to the Reports page.
2. Under the PickTrace Reports tab, select Custom Document Submissions.
3. Set your date range
4. Configure rows, filters, and columns as needed (see the sections below).
5. To save your configuration for reuse, click the three-dot menu (...) next to the report title and select Save as Copy.

Setting the Date Range

Setting the Date Range

Unless you specifically need to report on the exact date documents were submitted, we recommend setting the filter to Ignore Date Filter. This will display all documents that have been submitted as of the selected date range, regardless of when they were originally submitted.

Alternatively, the date range can filter submissions based on the Submitted At date, which is the date the employee completed and submitted the document.

For example:

• If the filter is set to Submitted At and the date range is May 20th, the report will only display documents submitted on May 20th.
• If the filter is set to Ignore Date Filter and the date range is May 20th, the report will display all documents that had been submitted up to and including May 20th, even if they were submitted earlier.

Customizing the Report: Common Configurations

The report builder lets you control how rows are grouped and which columns appear. Here are the most useful setups for this report.

View: All Documents by Employee

Use this when: You want one row per employee and want to see at a glance every document they have submitted.

Row Structure:

• Create Rows By: Employee Name
• Create Subtotaled Sections By: Employee Name
• (Minimum recommended) Visible Columns: Employee Name, Document ID, Document Name, Submitted At

Result: Every employee who submitted documents appears as its own row. A subtotal at the bottom of each section shows the total submission count for that document.

View: All Employees for a Specific Document

Use this when: You are auditing one specific document and want to see every employee who has submitted it.

Filters:

• In the Filters section, type the document name in the Document Name filter and select it.

Row Structure:

• Create Rows By: Employee Name
• (Minimum recommended) Visible Columns: Employee Name, Document ID, Document Name, Submitted At

Result: One row per employee, scoped to only that document. The list shows everyone who has submitted it within your date range.

View: All Submissions, One Row Each (Default)

If you just want the raw flat list exactly as it comes out of the template — one row per submission — leave the row structure at its default and set your date range. This is the most straightforward view to see all submitted documents.

Row Structure:

• Create Rows By: Document Submission ID, Document ID
• Create Subtotaled Sections by: Document ID

Saving and Scheduling Your Report

Saving a Configuration

Once you have a row structure and filters you want to reuse:

1. Click the three-dot menu (...) next to the report title.
2. Select Save as Copy.
3. Give it a name (e.g. "Custom Doc Submissions – By Employee").
4. Choose visibility:
   • Visible for Organization = Off → saves to My Reports (only you can see it)
   • Visible for Organization = On → saves to Organization Reports (all users with Reports access can see it)

Scheduling Automatic Delivery

For regular monitoring (e.g. a weekly email showing all submissions from the past 7 days):

1. Find your saved report in My Reports or Organization Reports.
2. Click the three-dot menu (...) and select Create a report schedule.
3. Set the date range preset (e.g. Last 7 Days), frequency (daily, weekly), and email recipients.
4. Save. A clock icon will appear next to the report showing the next run time.

Note: Scheduled reports only work with preset date ranges (e.g. Last 7 Days). You cannot schedule a report with a hardcoded custom date range.

Best Practices

Pay attention to "Document Was Finalized When Submitted." If this shows False, the employee signed a draft version of the document. This may be acceptable in some cases, but review it for compliance-sensitive documents like H-2A contracts.

Watch for duplicate document versions. It is common to have multiple versions of the same document. When reviewing completions, make sure you account for all active versions — employees may have submitted one version but not another.

Save your most-used configurations. Rather than re-configuring the report each time, save your preferred row structures as named copies (e.g. "Submissions by Employee – Season View"). These appear in your My Reports or Organization Reports tab.

Frequently Asked Questions

Why doesn't a submitted employee appear in the report? The most common reasons are: (1) the date range is too narrow and their submission falls outside it, (2) they submitted under a different version of the document name, or (3) the submission is still in a draft/pending state. Try widening the date range first, then check for alternate document name variants.

Can I filter by crew? Not directly in the default columns. But you can filter by Employer, Employee Groups, and Employees.

What does "Document Was Finalized When Submitted = False" mean? It means the employee submitted the document while it was still in draft/non-final status. This can happen if a document was updated after some employees had already signed it. Review whether those employees need to resubmit the finalized version.

The date range resets every time I open the report. What should I do? Save the report as a copy and set up a report schedule with a preset date range (e.g. Last 30 Days). Scheduled reports run automatically and remember your configuration — including the date range preset — so you do not have to re-enter it each time.