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Utilizing Document Room Specific Reports

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Document Room owners and privileged internal collaborators have access to specific reports to track file usage and governance within their document rooms.

Accessing and Running the Reports

Users with permission (assigned via role-based administration) will see a tab called Reports when they enter the document room.
webui_redesign_document_room_portal_reports.png

When they access the tab, the users will see a dashboard with 3 usage reports and 3 governance reports.
Document Room - reports dashboard with 6 reports.png

The reports can be accessed from either the dashboard or from the report navigation bar. The table below describes the reports available in the document room.
See File Audit Report Description of Actions for details.

Report Name Description Additional Details
User Visits Provides visibility into the login and log-out activities for the stakeholders collaborating within the document room. The report duration can be customized; the default is the past 7 days.
File Views Provides visibility into read-only activities like preview, download, etc. by any of the stakeholders collaborating within the document room.  The report duration can be customized; the default is the past 7 days. 
File Modifications Provides visibility into any changes to files and folders (such as upload, add metadata, etc.) in the document room. The report duration can be customized; the default is the past 7 days.
User Permissions Provides granular visibility into the folder-level permissions assigned to different stakeholders collaborating within the document room. Point-in-time snapshot of the permissions across different folders within the document room. 
Full Audit  Provides visibility into all the activities (full content audit) by different stakeholders collaborating within the document room. The report duration can be customized; the default is the past 7 days.
User Provisioning Provides visibility into all the user provisioning activities (user provisioning audit) for the stakeholders collaborating within the document room. The report duration can be customized; the default is the past 7 days.

Note: The maximum duration available for activity-based reports is 180 days.   

Filtering the Reports

Each of the reports can be filtered based on the following criteria.

  • User Type
  • Specific User Group
  • Specific User
  • Specific Company
    webui_redesign_reports_dashboard_permissions.png

Please note that the “Company” column in the report will show the domain name from the email address used to register the user. 

For activity-based reports, the user has the additional option to filter the report by a specific activity. 

webui_redesign_document_room_portal_reports_filter.png

Also, for the user provisioning report, the user has the additional option to filter the report by a specific action.

Document room - filter for user provisiong report.png

Exporting the Reports

The user can download the full report into a CSV format by clicking the Export button.

webui_redesign_document_room_portal_reports.export.png

Document Room capabilities are available only through dedicated Document Room Plans - Document Room and Document Room Enterprise.
Contact your account manager or Egnyte Sales team to get started with the new document room plan.

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