Generating reports

The Reports page of Organisation Administration (below) allows Organisation administrators to:

• access a history of activities ^* performed by any Cocoon Data users who are members of the organisation, as well as
• generate reports of these activities.

The types of activities recorded include:

• Organisation Administration activities; such as activities relating to:
  • user administration; specifically user addition, import or removal,
  • the addition of classifications,
  • clearance group management; specifically:
    • the addition of a clearance,
    • the modification of a clearance's members, classifications or details or
    • the removal of a clearance,
  • plan and user quota management; specifically the addition or removal of a plan,
  • file administration; specifically disabling or (re-)enabling files.
• Activities relating to organisation users with other roles (typically performed through SafeShare products), such as:
  • file creation,
  • file decryption (including decryption of a file's read-only view); requiring the retrieval of the required key/s from the Cocoon Data Platform,
  • the retrieval of items' details; for example, these types of activities are required when files and/or folders are listed through SafeShare products,
  • sharing items (i.e. file and/or folders) with collaborators,
  • managing an item; for example, renaming, moving or removing an item.

^* Each of these activities involve requests to endpoints of the Cocoon Data Platform's API. For more information about the Cocoon Data Platform's API and its endpoints, see the API Reference Guide page in the Cocoon Data API documentation.

Activity fields

Each activity (i.e. 'activity item') on the Reports page represents a request to an endpoint of the Cocoon Data Platform API. Each activity on this page consists of the following fields:

Report field	Description
Date/time	The date and time when the activity was conducted.
Email	The email address of the Cocoon Data user within the organisation whose account was used to perform the activity (i.e. make the request to the Cocoon Data Platform API endpoint).
Action	The type of action being conducted by the activity. These action types correspond to the HTTP-based method types used in making requests to endpoints of the Cocoon Data Platform's API: Created (corresponds to a POST method request made to a Cocoon Data Platform API endpoint) - indicates that the action involved the creation of content/data on the Cocoon Data Platform. Retrieved (corresponds to a GET request made to a Cocoon Data Platform API endpoint) - indicates that the action involved the retrieval of data from the Cocoon Data Platform. Updated (corresponds to a PUT request made to a Cocoon Data Platform API endpoint) - indicates that the action involved updating existing content/data on the Cocoon Data Platform. Deleted (corresponds to a DELETE request made to a Cocoon Data Platform API endpoint) - indicates that the action involved removing existing content/data on the Cocoon Data Platform.
Resource	The HTTP-based endpoint of the Cocoon Data Platform API to which the activity's request was made.
Response	The HTTP-based status of the response to this activity's request (to the Cocoon Data Platform's API). Typically, this value is Successful, representing an HTTP response status 200 OK being returned by the Cocoon Data Platform. However, other values (i.e. for failed requests, etc.) may be returned for the response.
IP address	The IP address of the computer or device on which the activity was performed.
Client ID	The unique identifier of a client application (configured on the organisation's Cocoon Data Platform instance) through which the activity was conducted. For more information about client IDs, see the description for Client ID in the SafeShare Administrator's Guide. Note: Any activities conducted through SafeShare for Web or Organisation Administration have the client ID value cocoondataWebApp.
Event Info	Important 'event information' returned by the Cocoon Data Platform as a result of the activity. Depending on the activity's Resource (above, representing a request to a Cocoon Data Platform API endpoint), data (in the form of properties or JSON object members) may be returned in the response from the Cocoon Data Platform. Hence, a number of activities on the Reports page are associated with subsets of such data (returned in these activities' responses from the Cocoon Data Platform), which in turn constitutes the important 'event information' associated with these activities. Note: Event info is only accessible when generating reports of these activities exported to PDF or CSV format. Since a single activity may contain numerous data members for its event info, the Reports page itself does not display this field.

Generating a report

Each time the Reports page is opened, the most recent 25 activities (i.e. API requests) are displayed in reverse chronological order. Older activities can be accessed using the page navigation buttons (lower-right of the Reports page).

Activities on this page can be viewed as well as exported to either PDF or CSV format, where CSV is useful if this report data requires subsequent manipulation.

Due to the heavy volume of activities accessible through this page, it is useful to filter the activities by criteria relevant to your requirements before generating the actual report.

To generate a report of user activities recorded within your organisation:

1. Ensure you are signed in to Organisation Administration.
2. Click the Reports option on the left of the Organisation Administration interface to open the Reports page, which displays the most recent 25 activities in reverse chronological order.
3. Filter the activities according to the following filter fields available at the top of this page:

   Filter field	Description
   Start date	Specify the date from which activities conducted within your organisation will be retrieved for the report.
   End date	Specify the date to which activities conducted within your organisation will be retrieved for the report.
   Client ID	The unique identifier of a client application (configured on your organisation's Cocoon Data Platform instance) through which the activity was conducted. For client applications other than SafeShare ones, the client ID value is configured by (and hence, obtainable from) a SafeShare administrator. Specify the client application's client ID value to retrieve activities for the report, which originate from this application only. For more information about client IDs, see the description for Client ID in the SafeShare Administrator's Guide. Note: Any activities conducted by a Cocoon Data user through SafeShare for Web or Organisation Administration have the client ID value cocoondataWebApp.
   Email	The email address of the Cocoon Data user within your organisation who conducted the activity. Specify this user's email address to retrieve activities for the report relating to this user only.
   Action	The type of action being conducted by the activity. These action types correspond to the HTTP-based method types used in making requests to endpoints of the Cocoon Data Platform's API. Choose one of the following action types to retrieve activities for the report relating to these action types only: Created (corresponds to a POST method request made to a Cocoon Data Platform API endpoint) - indicates that the action involved the creation of content/data on the Cocoon Data Platform. Retrieved (corresponds to a GET request made to a Cocoon Data Platform API endpoint) - indicates that the action involved the retrieval of data from the Cocoon Data Platform. Updated (corresponds to a PUT request made to a Cocoon Data Platform API endpoint) - indicates that the action involved updating existing content/data on the Cocoon Data Platform. Note: Activities on the Reports page may have an additional action type (i.e. 'Deleted'), which corresponds to a DELETE method request made to a Cocoon Data Platform API endpoint. However, it is not possible to filter for activities with this type of action when generating reports through Organisation Administration.
   Resource	The type (i.e. category) of resource to which the activity relates. These resource types correspond to different categories of endpoints of the Cocoon Data Platform's API. Choose one of the following resource types to retrieve activities for the report relating to these resource types only: Objects - an activity involving the creation, decryption, sharing and management of files. Collaboration - an activity relating to item collaboration. Currently, however, choosing this option retrieves no activities. Keys - an activity relating to the decryption of files (including the decryption of their read-only views).

4. Do any of the following:
   • Click the View button to filter the activities on the Reports page to items that match all filter field criteria (above).
   • Click the Export drop-down menu and choose:
     • PDF to generate a PDF format document of these activities filtered according to the criteria (above).
     • CSV to generate a CSV format file of these activities filtered according to the criteria (above).
     The PDF and CSV format exports contain the additional Event Info field data (absent from the Reports page), although like the Reports page itself, both formats list their activities in reverse chronological order.