There are several types of reports available in the data room. You can choose a custom date range, apply available filters, and export any report in an excel file.
Group overview shows each group with the general information on their activity in the data room: users invited, logged in, documents permitted and accessed, and the number of questions posted.
You can choose the necessary groups for the report on the left side of the page.
The default period filter in Groups Overview is Last 30 days. In other reports, the default period filter is All time.
Folder access will show you what users are the most active and what they are interested in. You are shown the percentage of the accessed documents in the folders over the whole amount of documents.
You can filter the results in different ways:
If you choose any folder in the documents tree on the left, you will be able to see the statistics about it.
You may filter the results by Period, Groups, or Action.
The following action parameters are included in the count: All actions, File viewing, Encrypted file downloading, PDF downloading, Original file downloading, File printing.
Files and folders represent the number of actions performed over separate files and folders in the room:
For each file or folder there is a context menu that has two options:
Show history: shows a detailed report on events on a certain file in chronological order.
Open containing folder: opens a document's directory in the Documents tab.
You may filter the results by the Period, Author (user or a whole user group), or Action.
The following action parameters are included in the count: All actions, File viewing, Encrypted file downloading, PDF downloading, Original file downloading, File printing.
The Groups and users report provides the number of actions per separate group and user including the number of actions and total time spent in the data room. Choose the group or user in the list to see the statistics.
You may filter the results by Period and Action.
The following action parameters are included in the count: All actions, File viewing, Encrypted file downloading, PDF downloading, Original file downloading, File printing, Login, Spent time.
Q&A activity report represents the number of threads, posts, and attachments made by a certain group that you can manually choose for your report from the left side of the screen.
Note that you can exclude Q&A coordinators from the count by clicking the corresponding filter button next to the Period button.
In the History of actions report, there are 4 options to view the events depending on the type of event you are interested in: Over files and folders, Over users and groups, Over permissions, All actions.
Over files and folders shows the actions performed with files/folders with the possibility to filter the data by a certain folder/file (that is to be chosen from the tree on the left). You may apply filters to arrange the reports: Period, Action, Groups, Users (is active only if the group is already chosen).
To see the details of the particular event, hover the cursor over the "…" icon.
Over users and groups shows the performed users'/groups' related actions with the possibility to filter the data by a certain folder/file (that is to be chosen from the list on the left), Period, Action, Groups, and Users (is active only if the group is already chosen).
Users in the Groups and users list on the left are the target users, while the author of the actions will be shown in the actions list on the right.
Over permissions shows the actions with permissions. You may filter the results by Files and Folders, Period, Target groups, Author (group), Users.
All actions shows all the actions in the data room. Period, Author (group), User, and Action filters are available here.
Actions in reports are switched off by default in order not to confuse the users, but in case you need to check how the reports were studied by your assistants or a secretary you are welcome to switch it on.
History of actions report is also useful by showing the detailed user actions. If users check the Excel, Word, PDF, or other converted document types you will see the viewer type (e.g., iDeals Spreadsheet Viewer), view mode (for example, Fence view or normal view), number of pages viewed, and the time spent on viewing each page.
Login actions also include the user's IP address in the details.
The Data storage usage report shows the amount of data uploaded, the amount of data deleted from the recycle bin, and the resulting storage at the end of the specified period.
You may also find a separately specified number of pages and binary files (MB) out of this uploaded data. To see the detailed report, you can export it as a spreadsheet.
Keep in mind that the default period is set from the beginning by the end of the previous calendar month.
Data storage usage report is available for full administrators only.