Site audits and reports

The reporting tools provide information about site activity for Site Administrators and Report Administrators, in two broad categories:
Reports
and
Audits
.
Go to
Admin
, then
Audits and reports
Reports
, then select either
Reports
or
Audits
:

Reports

The type of reports are: shown below:
  • Summary report
  • Access by organisation
  • Access by user
  • Most popular access
  • Site users
  • Logins by organisation
  • Logins by user
  • OCR report
Summary report
The Summary report provides an overview of all files on the site and the file access rights assigned to each security group:
The
No of files
column indicates how many files on the site the security group may access.
Access reports
There are three file access reports:
  • Access by organisation
    - For each organisation, which files did members access
  • Access by user
    - Which files did each user access
  • Most popular access
    .
The Access by organisation report, for example, shows a table with fields for Organisation name, Number of access, and Duration. You can use the following to search items for the report:
  • Performed between
  • Access type
  • Show me actions performed by:
    • Users within this site
    • Users removed from this site
    • Suspended users
You can also select
Run report
and
Export.
To run a custom search:
  • Enter the required date range
  • Determine the type of access to include: All, Download, View or Print
  • Include only active users, removed users, or suspended users
  • Select
    Run report
    . The results of the report are shown in both table format and a chart. To print the chart, right-click on it and select
    Print
The results of this search can be exported to Excel by clicking
Export
:
File access reports include additional information when the Preview DRM setting has been applied to the site: (1) which page(s) a user viewed each time they previewed a file and (2) how long the user viewed the file.
Each bar in the chart represents a single organisation from the site. Click a bar to show a table with the following details:
  • a list of every file downloaded by members of that organisation (with the most accessed files at the top)
  • the file owner
  • the number of times that file was downloaded by members of the selected organisation
Click
Export
to export this table to Excel. To see which members of the organisation downloaded a file, and on what dates, click a number in the
Number of times accessed
column.
The
Access by user
shows the results sorted by user, not organisation. The
Most popular access
report lists the most accessed files.
Login reports
There are two reports, which show when certain users have accessed a site:
  • Logins by organisation
  • Logins by user
These reports reveal the duration of each user's visit to a site.
Site users
The Site users report lists site users, with options to filter users by Organisation or Group.
OCR Report
Once a document has been marked for OCR, this information is displayed in the OCR Report, which shows:
Number of files / Number of files for OCR
,
Success
,
Errors
,
Number of files do not need OCR
.
To view the OCR Usage on an annual basis, select
View OCR usage report
.
You can view how many documents have been successfully OCRed and then drill down further to see what these documents were. You can view the documents that were not successful alongside the
Author
of the document, the
Failed on date
and the
Reason for the failure
.
Using the failure report information allows you to decide if you want to update those documents and add a new version to trigger the OCR of the document again.
To get a list of all the documents that have been successful or that have failed you can use the
Export to Excel
button.
AI Hub Statistics
AI Hub Statistics shows charts with the count of files
Processed between
specified dates, sorted by Analysis engines. The charts have sections for Failed, Queued, and Processed. Select the Processed section of the chart to view the list of processed files and the site where the files are stored.
In the
Files in process
list, select a folder icon to open the location of the file.

Audits

The site Audits provide Administrators with the opportunity to review actions performed by any site user:
  • User management
    - Any changes made to a user or group
  • Site management
    - Any changes made to the status of a site or changes made to site administration pages (excluding user management changes)
  • Content management
    - Changes made to files or folders
  • Login
    - All logins and proxy logins
  • Q&A management
    - All changes made to the Q&A administrative page (
    Q&A management
    only appears if the Q&A module has been enabled on a site)
All Audits can be filtered by date range and by the user performing the action (or the audit can be run for all users) and the Audits indicate the target of each action.
For example, if Site Administrator A adds User B to Group C, a User management audit about Site Administrator A will reveal all changes she made to users and groups, with the target for each occurrence. For example, that User B was added to Group C.
User management audit
Running an audit takes only four steps:
  1. Use the
    Show me actions performed by
    field to select the name of the user who performed the action (or choose all users)
  2. Enter dates in the
    Performed between
    and
    To
    boxes to choose the date range of the action(s) to be covered
  3. Use the checkboxes to choose the type of actions to be included (or use
    Select all
    )
  4. Select
    Submit
The results are displayed in a table:
The results are shown on a new page in a table, with five columns:
  • The action name
  • The user who performed the action
  • The date and time of the action
  • The target of the action. This varies by type of action. For example, if the action was 'User Added to Group', the targets would be the user and the group
  • The IP address of the user performing the action
Certain types of actions link to additional information. For example, if a user was added to a site, a pop-up can detail the role the user was given and the permissions granted.
Clicking on a value in the target column will rerun the search using the target value as a filter. For example, clicking on the name of an organisation in the target column will return a search result showing all actions related to that organisation.

Workflow audit history

The Workflow history audit is available for clients who use Workflow automation. The search feature enables you to search through historical activity and also test workflow rules without searching for the automated outputs.
Accessing the workflow audit history
To access the workflow audit history, go to
Site admin
Workflow
> Audit History
The
Audit history
report screen opens.
Running the report
The
Audit history report
enables you to run a report between a set date range, on all or a specific
Workflow
and
Rules
, and all or chosen
Actions
.
Enter your audit search criteria and select
Submit
.
The report will display a list of all of the actions that have been performed by workflow:
This includes the:
  • Execution date & time
  • Rule
  • Workflow
  • Triggering object
  • Action
  • Status
  • Triggered by (user).
  • Rule ID
  • Workflow ID
  • Message ID