Creating reports

Library usage and audit reports can be created by administrators and auditors.

About this task

Library administrators can generate library usage reports to obtain a summary of which users added how many documents to the repository and to track the size of these documents.

Auditors can create two types of audit reports; either reports that list the actions performed by users on documents in the repository, including the action status (Succeeded, Pending, and so on) and the documents that are involved in the action, or reports that list the actions performed by users in IBM® Navigator Console.

A library administrator or an auditor can either select to create a report manually at a specified time, or schedule to have reports created automatically at repeating intervals.

Only one report schedule of type library usage, user actions audit, and administration client audit can exist at one time. If you change the existing schedule, the old schedule values are overwritten.

For example, if a usage report schedule already exists and usage reports have been created based on this existing schedule, and you select to schedule a new usage report, the values of the existing report are displayed on the schedule that opens. When you change any of the values in the displayed report schedule, a new report schedule is created.

Procedure

Select a report creation method:
  • To schedule the creation of an audit or library usage report at repeating intervals:
    1. In the Task Management tab, select to schedule the creation of a library usage report under Usage Reports > Library Usage or an audit report under Audit Reports.
    2. Set the values and options as required and click OK to save them.
      • Use the Frequency section to set how often the report is scheduled to run.
      • Use the Start section to define start and end dates.
      • Use the Options section, to set format, accessibility, languages and delivery values.
      • Use the Prompt values to set new default values. For example, you can set a new default value for the reporting start and end date.

    By default, all reports that are created based on a schedule are saved in the repository. You can view these reports on the Reporting tab under Archived Reports > Audit and Usage Reports.

    Bear in mind that reports are created depending on the time the reports are scheduled to run. Before this time, no reports are available for viewing on the Reporting tab.

  • To create an audit or a library usage report immediately or at a later time:
    1. In the Reporting tab, select to either create audit reports that list the actions performed by users on documents or the actions performed in the administration client, or to create library usage reports.
    2. Specify time and filter criteria by clicking the report link in the Name column.
    3. Click the arrow in the Actions column to select output format and delivery options and to run the report.

    By default, these reports are not saved to the repository and are available for viewing under the Reporting tab. Audit reports are located under Audit Reports > Administration and Content Auditing, and usage reports are located under Usage Reports > Library Usage.

    If you selected to save the reports to the repository, the reports can be viewed under Archived Reports > Audit and Usage Reports.