Reports are easy to configure. You can select from different report types:
The options available for the report configuration depend on the selected report type.
Usage Reports
Remember that all usage reports require a configured Asset Usage History record field in the catalog tracked. Only usage types activated in the fields properties can be tracked and used for reports.
• Checkouts This report lists all combinations of user + asset along with the number of checkouts and checkout times during the given date range.
• Number of Asset Usages Depending on the time period, the list contains the number of asset usages (e.g. “Download” and “Email”). The interval is either minute, hour, day or month depending on the length of the period.
• Top Asset Usage Select the asset usage kind that should be reported (e.g. “Download”). The report shows the names of the assets that were used and the usage type, sorted by usage frequency.
The results are displayed in a table that can be sorted by number of occurrence, date, etc. The table contents can be saved into a tab-separated text file to be imported into Microsoft Excel for evaluation and presentation.
• Top File Formats This report shows the number of assets and the total asset data size per file format for each selected catalog. The purpose is to get an overview of how many assets of each format the catalogs contain and how much disk space they are occupying.
Under Asset Usages you will find all usage history options – even those currently not activated for the corresponding catalog. This enables you to generate reports even for usages that are no longer tracked in the catalog. However, make sure that for a report you only activate asset usages for such usages the corresponding catalog can provide tracked data for.
Time Related Reports
Remember that time related reports require the Statistics catalog.
• Assets Added Depending on the time period the list contains assets that were added to the selected catalogs.
• Number of Searches Depending on the time period, the list contains the number of queries being performed. The interval is either minute, hour, day or month depending on the length of the period. Note that only textual search operations are taken into account (e.g. in string or string list fields.)
• Top Successful Search Terms Search terms of queries that had a result. The report contains the frequency as well as the search term that the user entered, sorted by the frequency. Note that only textual search operations are taken into account (e.g. in string or string list fields.)
• Top Unsuccessful Search Terms Search terms of queries that led to no results. The report contains the frequency as well as the search term that the user entered, sorted by the frequency. Note that only textual search operations are taken into account (e.g. in string or string list fields.)
• Client License Usage Depending on the time period the list contains the number of users logged on as well as the number of licenses being used. The interval is either minute, hour, day or month depending on the length of the period.
The results can be displayed either in a table or in a graph. They can be saved into a tab-separated text file to be opened by MS Excel or in a graphics file (e.g. PNG).
• Generic Asset Query This type of report returns a list of assets that match the given date range and also an optional server-side query. You can select the date field for the range and also sort the result by a given field.
Time Settings for Reports
For any report, you can specify the period of time for which the report shall be generated, e.g. the current year, or the last two months, or the time between July 1st and August 12th, etc.
Note that if you set the period to be covered to “In the last x units of time” (i.e. years/months/weeks/days/hours/minutes/seconds), this always means the last fully completed respective unit(s). For example,
• “In the last 2 days” means yesterday and the day before yesterday, but not today.
• “In the last 2 days up til now” means yesterday, the day before yesterday and today until the current second.
• “In the last 2 days plus current” means yesterday, the day before yesterday and today (entire 24 hours).
Usually, a record covers a period that lies entirely in the past or extends to the very moment a report is generated. However, in certain scenarios even a time period with an end date anytime in the future makes perfect sense – for example, if you want to generate a report on which files will expire within the next three months.
Of course, this will only work if your catalog contains a date field that can contain future dates, such as the field Expiration date. To configure such a report, you must first select the Report Type Assets found by query and then an appropriate Date field for range. In all other cases, setting a future end date will be without effect.
