Custom Reports

FileCloud enables you to create custom reports and download them in an Excel format. To get started with the reporting system, go to the Reports menu item in the left navigation menu in admin interface. In order to view the reports, the admin user must be the master admin or must have access to the reports system. An admin user can be granted access to the reports system through the Admins menu item on the left navigation menu.

The reports screen displays the list of existing reports. The filter text box can be used to filter reports by name. The individual reports on the report list can be viewed, downloaded, edited and deleted. New reports can be added by clicking the Add Report button.

Some reports, such as reports on file actions and failed logins, get their data from the audit log. These reports only include events that are in the audit logs when you run the report.

Add Reports

Click the add report button and Select the report to create from the drop down list.

The next step is the set the parameters. The parameters can be entered in the text box. The format for the parameters are given on the bottom of the screen. The screen also indicates whether the parameters are optional or required.

The final step is to set a report name. The same report can be created multiple times with different parameters and named differently. This enables you to execute and download the reports quickly.

Download Reports

From the report list, run the report to view the report results in a separate window. First 30 rows are displayed on the screen. The download button can be used to download the data in csv format.

Available Reports

Report Name	Description
Retrieve client application information	Report of all remote client devices connected to FileCloud and their details. Data Retrieved: userid, client display name, client os type, client OS version, client api level, client last login Parameters: None
Get client application grouped by OS	Report of total client devices that are connected to FileCloud grouped by client OS. Data Retrieved: client OS type(Windows, Android etc), total devices connected. Parameters: None
Get client apps grouped by TYPE	Report of total client devices that are connected to FileCloud grouped by TYPE. Data Retrieved: Client Type(Sync, Drive etc), total devices connected. Parameters: None
Get all file activities by users	Report of all add, update, share, download, and delete actions for files. If date parameters are not supplied, actions from last 7 days are retrieved. Data Retrieved: Timestamp of action, username, file name, action. Parameters: user: (OPTIONAL) Enter the username to list the file activities of the user from_date: (OPTIONAL) From date in Y-M-d H:i:s to_date: (OPTIONAL) To date in Y-M-d H:i:s This report is available beginning in FileCloud 20.1.
Get file type distribution in managed storage	Report of File types stored in FileCloud along with the total count of each type Data Retrieved: File Type, total files stored. Parameters: None
Get storage usage by file type	Report of amount of storage space used by each file type. Data Retrieved: File type, sizeraw (file size in bytes), size (formatted file size) Parameters: None
Get users who have most files in managed storage	Report of users who have the most files stored under FileCloud in managed storage Data Retrieved: username, total files stored. Parameters: None
Get user quota usage report	Report of users who use the maximum quote in FileCloud managed storage Data Retrieved: username, email, file count, quote usage, quote assigned, quote usage percentage. Beginning with FileCloud version 20.3, the CSV file that is downloaded also displays the groups the user belongs to, the user's effective policy, and the user's last log-in date and time. Parameters: None
Get number of active files in managed storage	Report of total number of files that were changed in the last 1 day, 1 week, 1 month and 6 months Data Retrieved: days, total files changed, percent of files changed. Parameters: None
Get uploaded files report	Report on what files were uploaded during a given period, or files uploaded by a user or group of users during a particular period. Data Retrieved: Timestamp of upload, user name, user agent, IP address, file path, bytes of file uploaded Parameters: from_date : (OPTIONAL) From date in Y-M-d H:i:s to_date : (OPTIONAL) To date in Y-M-d H:i:s username : (OPTIONAL) User account name - can be set only when from_date and to_date are specified ignore_from_owner: (OPTIONAL) Define if the uploads made from folders owned by the user are ignored (YES or NO, defaults to NO)
Get downloaded files report	Report on what files were downloaded during a given period, or files downloaded by a user or group of users during a particular period. Data Retrieved: Timestamp of download, user name, user agent, IP address, file path, bytes of file downloaded Parameters: from_date : (OPTIONAL) From date in Y-M-d H:i:s to_date : (OPTIONAL) To date in Y-M-d H:i:s username : (OPTIONAL) User account name - can be set only when from_date and to_date are specified ignore_from_owner: (OPTIONAL) Define if the downloads made from folders owned by the user are ignored (YES or NO, defaults to NO)
Get files tagged with metadata report	Report listing files/folders and their value for a specified metadata field. Data Retrieved: path of folder or file, username, metadata field, value of metadata field Parameters: metadata_name : (REQUIRED) Name of the metadata set attribute_name : (REQUIRED) Name of the metadata attribute attribute_value: (OPTIONAL) Metadata attribute value
Get shares report	Report listing shares created. Data Retrieved: Timestamp of download, user name, user agent, IP address, file path, password Parameters: from_date : (OPTIONAL) From date in Y-M-d H:i:s to_date : (OPTIONAL) To date in Y-M-d H:i:s username : (OPTIONAL) User account name - can be set only when from_date and to_date are specified
File query report	Report listing files or folders filtered by specified parameters if included. Data Retrieved: file or folder name, path, type (file or folder), size, last modification date, create date Note: Prior to FileCloud version 21.3, the year for the modification and create dates is returned in 2 digits (for example Parameters: userid : (OPTIONAL) User id to retrieve listing. If not supplied, all user listings are generated sort : (OPTIONAL) Sort criteria can be "SIZE" or "MODDATE" or "CREATEDDATE" limit : (OPTIONAL) the total number of results searchterm : (OPTIONAL) Match keyword in file or folder name type : (OPTIONAL) Type can be "file" or "folder", default is "file" path : (OPTIONAL) Restrict report to files inside specified path. For help specifying the path correctly, see Identifying a FileCloud Specific Path.
File count report	Report of file count in paths specified in parameters. Data Retrieved: number of files in each specified path. Parameters: List of paths. For help specifying the path correctly, see Identifying a FileCloud Specific Path. Note: This report does not include versions, deleted files and thumbnails; however, these files are considered in quota calculations in other reports, so file counts throughout reports may not be the same.
Get deleted files report	Report of deleted files. Data Retrieved: Timestamp of delete, user name, user agent, IP address, file path Parameters: from_date : (OPTIONAL) From date in Y-M-d H:i:s to_date : (OPTIONAL) To date in Y-M-d H:i:s
Get bandwidth usage for this instance of FileCloud	Report of the total bandwidth (upload and download) as tracked by this instance of the file cloud server. Data Retrieved: upload bandwidth and download bandwidth Parameters: from_date : (OPTIONAL) From date in Y-M-d H:i:s to_date : (OPTIONAL) To date in Y-M-d H:i:s
Managed Storage File, Folder Count, and Size report	Report of all folders and sub folders within a given path, showing each file count and total size of the folder Data Retrieved: folder and sub folder path, file count and size Parameters: path: (REQUIRED) Location path. For help specifying the path correctly, see Identifying a FileCloud Specific Path. This report is available in FileCloud version 20.3 and later.
Get all exported secure docs report	Report of all files exported securely. Data Retrieved: folder path, user performing the download, options enabled (screenshot/screenshare, secure view, or enable print), # times accessed, max access times, last access date Parameters: None
Get user shares report	Report of all the shares created in FileCloud and their details. Data Retrieved: share name, share owner, share URL, share type, share location, created on, last access, expiry date Parameters: keyword - search keyword in share name, share owner, share url string (string following /url/) folderpath - location path. For help specifying the path correctly, see Identifying a FileCloud Specific Path. The CSV file that is downloaded contains additional information about users and groups that have access to each share. This update is available in FileCloud Server version 18.2 and later.
Get the advanced share activity of users	Report showing extensive details about the activity on a share. If no parameters are entered, the period reported is the last 7 days. Data Retrieved: timestamp of action, action, action details (share permissions), folder name, path, affected user, affected user email address, author (person performing the action), author email address, change source IP, additional info (indicates if share is a folder), share URL For multiple entries of the same share, the Action Details column on the report shows the most recent share's permissions. If a user shares a folder and shares a file in that folder during the period reported on, the report displays separate entries for the folder and the file. Parameters: from_date: (OPTIONAL) From date in Y-M-d H:i:s to_date: (OPTIONAL) To date in Y-M-d H:i:s owner: (OPTIONAL) Owner name This report is available beginning in FileCloud 20.1.
Get files/folders shared with user	Report listing the files and folders shared with a specific user Data Retrieved: share name, share owner, share url, share location, type (private or public), expiry date, creation date Parameter:email of share recipient This report is available beginning in FileCloud 21.1.
Get effective permissions for team folders	Report on the permission level of each user who has access to a team folder. Data Retrieved: folder, type (private or public), share location, user, permission Parameters: paths: (OPTIONAL) List of the names of the team folders to include on the report. For help specifying the path correctly, see Identifying a FileCloud Specific Path. users : (OPTIONAL) List of users to be included in the report.
Get anonymous/unauthorized login geolocation report	Report of unauthenticated and anonymous users who accessed FileCloud showing users' IP addresses and location. To view location, Show Geo IP Chart in Settings > Admin must be set to TRUE. Data Retrieved: IP address, operation, username, user agent, geo area, city, country, create date Parameters: from_date : (OPTIONAL) From date in Y-M-d H:i:s to_date : (OPTIONAL) To date in Y-M-d H:i:s group_by_ip : (OPTIONAL) Set to "1" to group result by IP address
Get user login report	Report of all logins to FileCloud and their details. If no parameters are entered, the period reported on is the last 7 days. Data Retrieved: login time, username, useragent, IP Parameters: from_date: (OPTIONAL) login from date to_date: (OPTIONAL) login to date OR last_number_of_hours : (OPTIONAL) number of hours before the present time to begin retrieving login records. The last_number_of_hours parameter is available beginning in FileCloud 20.1. If from_date, to_date, and last_number_of_hours are entered together, last_number_of_hours is ignored.
Get number of emails sent, grouped by sender	Report of the number of emails sent in the last X hours Data Retrieved: sender, number of emails sent Parameters: hours: number of hours ago to begin retrieving sent email records.
Get statistics about DLP violations	Report of DLP violations by rule. Data Retrieved: user, time of violation, user action, rule violated Parameters: rule_name : (OPTIONAL) Name of the rule minutes : (OPTIONAL) How many minutes ago to begin looking at violations The CSV file that is downloaded also displays the files subjected to the rule violation and, beginning in FileCloud 20.1, the metadata and attributes tagged to those files.
Get a report of active users	Report of active users in the last 15 minutes or for the time defined in minutes Data Retrieved: user name Parameters: minutes : (OPTIONAL) How many minutes ago to consider users as active
Get file movement statistics	Report of last file uploads, downloads, and shares (or share changes) Data Retrieved: number of files downloaded, number of files uploaded, number of files shared and share changes Parameters: None

Specifying Y-M-d H:i:s values

Many of the report parameters require a date/time value in Y-M-d H:i:s format. The following table indicates the allowed values in this format.

Format	Description	Example/Possible values
Y	Year, in 4-digit format	2021
M	Month, in 2-digit format, with leading 0 if necessary	00 to 12
d	Day, in 2-digit format, with leading 0 if necessary	01 to 31
H	Hour, in 2-digit 24-hour format	00 to 23
i	Minute, in 2-digit format, with leading 0 if necessary	00 to 59
s	Second, in 2-digit format, with leading 0 if necessary	00 to 59

Including the H:i:s settings for time is not required.