Advanced Data Reports Actions

Modified on Fri, 24 Apr at 7:12 AM

This article outlines some advanced actions and information related to IntelligenceBank's data reports feature.

For more general information on our data reports, please refer to our About Data Reports (Stats) article.

Selecting all approvals/workflows or all databases versus specific approval/workflow processes or databases

When selecting Approval/Workflow Requests, Approval/Workflow Responses, or Databases as the report Tool, you will have the option to report on all, or on specific approval workflows or databases set up in your platform.

For approvals, you may find it helpful to report on "All Approvals" if you want to understand or get data that's common across all approvals in your platform, such as any open/pending requests regardless of what approval process they might be related to. These kinds of reports are helpful for a more general, "bird's eye" view.

For databases, reporting on all database records will give you different reportable fields than on individual databases, since each database is configurable and can have different, customised fields. Consequently, the types of fields available on a report for All Databases tend to be fairly high level — such as Creator (ie: which user created the record,) Created Time, Record UUID, and Record Name.

You may want to pull a report on all databases if you're mainly just looking for a general understanding of how many/which records have been created and by whom. For a more detailed report on your database records, you may want to configure separate reports for each database to get more specific information.

Filtering Assets in your Data Report by Folder UUID

There might be instances where you only need to report on assets from a particular folder in your Asset Library. You can configure this as a condition on your data report, but first you'll need to locate and copy your desired folder's UUID number, which will be needed when you set up this condition in your report. To find your folder's UUID number:

1	Navigate to the folder in your asset library you'd like to report on and click into that folder.
2	In the browser URL, you'll notice a string of characters at the very end of the URL that appears after the "index/" portion. This is the folder's UUID number.
3	Copy just the string of characters that appear after "index/".

Then, navigate to the data reports page to set up your report's condition by following the below steps:

1	Select Add next to Data Conditions.
2	In the condition dropdown field, select Folder UUID.
3	Paste the UUID number you copied from earlier in the process.
4	Add any other conditions that may be applicable or as desired, and run/export the report.

Important Note: The results that display will be assets saved directly within that folder and within any subfolders that may be within that folder as well.

Reportable Options for Multi-Upload Fields in Database Forms

If you're using a database form that features a multi-upload field (so users can attach multiple files within your record/brief/task,) there will be several options that you can report on relating to the assets within that multi-upload field.

These options include:

Option	Description
File Count	Will display the number of files uploaded to the field.
File Name(s)	Will display the name of the file(s) uploaded to the field.
Type	Will display whether what's attached to the field is a file or a web url.
File URL	Will display the actual web url link (for web url types only).
Creator Name	Will display the name of the user who uploaded the file(s) to the field.
Creator Email	Will display the email of the user who uploaded the file(s) to the field.
Created Time	Will display the date and time the file(s) were uploaded to the field.
Approval Status	If a record file approval process is configured, will display the record file approval status (pending/approved/declined/canceled) against the file(s) that were uploaded to the field.
General Markup Comments Revisions	If General Markup Comments is configured, will display the number of revisions added using General Markup Comment revisions against file(s) that were uploaded to the field.
File Approval Revisions	If a record file approval process is configured, will display the number of revisions added during a record file approval process against file(s) that were uploaded to the field.
Total Revisions	If configured, will display the total number of both General Markup Comments revisions and record file approval revisions in the field. PLEASE NOTE: the original file itself also counts in the total revisions calculation.
Published Location (UUID)	If Publish to Folder is configured, will display the folder UUID number that the file(s) are published into from the record.
Published Location (Name)	If Publish to Folder is configured, will display the folder name that the file(s) are published into from the record.