Under the Admin link in the navigation bar, you can select the link for Reporting. This option allows you to view a breakdown of overall use for your account (see image below), including the number of users, storage available, and bandwidth for the month.
Note: In order to view the link for Reporting the employee user will need to have the ability to access account-wide reporting. (See Managing Employee Permissions)
To run a new report, click on the Create Report button. This will open a new dialogue box asking which type of report you would like to run. Please select an option from the Report Type dropdown menu, and select Next Step.
The following report types are available:
- Usage Report- This will create a report on all actions related to the transfer and maintenance of files and folders.
- Access Audit- This report will list all users with folder access for a specific timeframe and their specific permissions on a given folder.
Note: You can also generate a folder access report for distribution groups on your account. To do this click on the 'My Settings' link and then 'Distribution Groups'. Once you have selected a group you will click on the link for Generate Folder Access Report for this Distribution Group. This will bring up a pop-up style window that displays all folders and permissions that the group has access to, and you are also allowed to print this report by clicking the Print this List button.
- Bandwidth Detail- This report will show all uploads and downloads. The time of each transfer is listed, as well as the user who uploaded or downloaded the file and the size of the transfer.
- Bandwidth Summary- This report will list the bandwidth use total for each user on the account.
- Messaging- This is a history of all Send a File, Request a File, and sends and requests from a folder by a user. This is a copy of the information listed in a user’s Sent Messages record.
- Storage- This is a list of all files saved on the account or in a specific folder.
Next, you can enter what information should be included in the report and how it will be identified:
- Report Title- The report will be listed under this name in the Reporting section of your account for future review.
- Run Report On- Depending on the report type, it may be possible to include information on a specific user, folder, or the account as a whole. Select one of the available options in the dropdown menu.
- Date Option- You can choose a time frame for the report including activity anywhere from the current date to the previous month. If you choose to set a specific time frame for the report, you can view activity as far back as 90 days prior.
Note: Access Audit and Storage reports are available in real time only. While it is possible to choose other dates in the Date Option dropdown menu, the results shown in the report will only include access permissions or files and folders that are current at the time that the report is run.
- Two reports include extra fields in the Report Info section
- Usage Report- You can check and uncheck specific activities to run a report that is as general or specific as you require.
- Messaging- Enter the email address of the user whose messaging history should be included in the report. To ensure that the email address is correct, click on verify directly to the right of the form, and ShareFile will confirm if the email address is listed for a user on your account.
With all report types, after setting your preferences for the report, click the Next Step button.
Note: In the final screen of the report creation process, future reports can be scheduled for Professional and Corporate accounts. Check the Recurring option, and select how often the report will be run. You can also select to receive email notices whenever a new scheduled report is run and posted to the Reporting section.
To finish the process, click Create Report. The report will be added to the Reports list. Please note that it may take a few minutes to run a complex report that includes a large amount of data. The new report can be accessed when “Success” is listed in the Status column.
Folder Activity Logs
Folder administrators can run reports on activity directly from the folder screen. In order to see activity, log in to the account, and click on the title of a folder where you have Admin permissions. Once that you are on the folder screen, click View Folder Activity to the right of the folder screen.
By default, this screen will display activity for all users over the last 90 days, and include all available activity types. You can customize the information displayed by selecting to view activity for a specific user, by changing the activity dates, and by removing checks from boxes next to activity types that you do not wish to include. Clicking Filter Results will update the report.
The Activity Log screen will display information on the folder where you clicked the View Folder Access link, but you can also use the 'Browse Folders' section of this page to click to a subfolder and view the activity specific to that subfolder.
It is possible to create a spreadsheet report of the folder activity log using the Export to Excel button. If you hover over the button, you can click Current Folder Only to include only the information currently displayed on the screen, or Current Folder and its Subfolders to also include information on any subfolders below the folder that is currently selected for the report.
Reports Available to Virtual Data Room Accounts
Accounts on the VDR service also have a couple of additional reporting features available to help them monitor and analyze activity on their account.
The first feature of these features is the VDR Analytics, which each folder administrator can find in the menu to the right of the folder screen. The VDR Analytics feature displays more advanced use information, such as which users have the most activity within the folders, which files have been viewed most often, and which files have been viewed the longest.
The second Virtual Data advanced reporting feature is the Click Trails page. Click Trails are available to account administrators in the 'Admin' page on the account, and they offer a comprehensive record of all activity that a user takes in an account during a login session, including what folders they open, what files they view, and the total time of each activity. The Click Trails feature can allow an account admin to gage interest in specific information on the account.