Reports & Analytics

There are portal usage and content reports available to Site Administrators through the Reports and Analytics section of the Site Setup page.  Several reports allow Site Administrators to track users’ groups, access, and activities within the portal.  They should be reviewed periodically to ensure that users are assigned to the correct groups and are accessing the portals accordingly.  Who are registered to a portal and which group(s) they belong to affect portal security.

Content Statistics

This report lists all content on the portal in a table that can be filtered by Content Type, Creator, and Review State (Published, Private, etc.).  The content table can be sorted by Title, Review State, Modified Date, and File Size.  A link to each content is provided, and the content title is color-coded to show the workflow state it is in.

Group Membership by Group

This report provides an overview of the membership of all the groups on a portal.  The report is organized by group and the members assigned to each group.  Below each group heading is a link to email the members of the group if desired.

Group Membership by User

This report lists all the portal users by full name (email address) and the group(s) to which they have been assigned.  From this report, the Site Administrator can review and edit users' group memberships in two ways:

• Click the user's name to open their profile page, and then click the Group Memberships tab to change the user's memberships, or
• Click the group name to open a list of members belonging to that group, and then remove the membership from the appropriate users.

GroupSpace Roles Report

This report lists the group spaces, the users and groups assigned to each group space, and the Group Space Access Role or permission of each user or group assigned to that group space.  Users are only listed on the report if they were added to a group space individually, not as a part of a group.

Local Roles Report

This report lists the folders that use the Sharing feature and which users/groups are given the Editor permission on each folder.

User Access Log

This report lists all the portal users by full name and email address.  The table includes the time and date of the most recent login for each user.  Each column is sortable for an easy view of, for example, how many registered users never logged in or how active the portal has been.  Clicking a name directs to that user's profile page.

User Account Expiration

This report lists all the registered users who have not yet linked their login accounts to the portal accounts, along with the number of days until the accounts are deleted from the portal.  The Reset column provides an option to reset the number of days until expiration to 30.  However, this does not send a notification email to the users.  To reset all or multiple accounts and email the users instructions to link their accounts, see the Users Overview page.

Users Never Logged In

This report lists the names of the users who never logged in to the portal.  Above the list is a link to send them an email if desired.