Reporting
Admin accounts have access to the 'Reporting' feature, which provides various reports to help manage and monitor account activity.
Admin accounts will have access to 'Reports', which can be found at the bottom of the left navigation bar.
In the Reporting section, you'll find a 'Select Report' selector with several options:
Rights
Description: Displays a tree view of permissions for all Groups and Users in your Client account.
Usage: This is a faster method for checking user rights compared to individually going through each Group/User.
How to Use: Click on a component of the tree to expand it and view detailed permissions.
History
Description: Lists all logged history entries between a given start and end range (max distance of 1 year).
Filtering: You can optionally filter the search by user to narrow down the results.
Collections
Description: Monitor all activities related to Collections
Filter: Filter by a specific individual users to identify who performed the changes and Customize the date range (From Date - To Date).
Tracked Actions The system will automatically log the following actions:
New collection created: Logged when a new collection is added.
Collection edited: Logged when the information or structure of a collection is modified.
Collection deleted: Logged when a collection is removed from the system.
Collection shared: Logged when access to a collection is granted to other users or groups.
Library Searches
Description: View reports on the search status of assets in the library. The report includes: Time, searcher; information on the number of folders and assets searched.
Filter: You can filter and view reports based on criteria such as asset type, search date, searcher, etc. In addition, you can view or hide 'Searches with No Filter'.
Note: Folder count only includes folders in the immediate search results - not deeply nested folders.
Aggregate Asset Stats
Description: Provides an overview of the quantity and type of assets in the library. Helps administrators assess the size and quality of the library, thereby making effective asset management decisions.
How to use: The report is displayed in a chart format that allows users to view reports on the number of assets by type (photos, videos, documents, others), size, number of views, number of downloads...
Asset Usage
Description: This report will list usage statistics across all users in your Client account, such as total Assets and downloads.
Filtering: There are tabs to filter by asset type, such as image or video.
Inactive Assets
Description: This report lists Assets that have not been viewed since the inputted date. Data is sorted in ascending order of the last viewed time.
Filtering: You can filter results by 'Last Viewed Before'
Archive Assets
Description: Shows what assets have been archived between a given date range (max distance of 3 months); provide full information about upload date, creator, archive date and you can edit archive date right here (click on pencil)
Filtering: You can filter these results by asset name, date
More Information: See 'Archiving Assets' for additional details on the archiving process.
Sensitive Assets
Description: List assets classified as sensitive, which may contain confidential or private information.
Filtering: Users filter by criteria such as asset type, asset name, creation date, etc.
License Expired Assets
Description: Displays a list of assets whose licenses have expired or are about to expire, helping users identify assets that need to be renewed or replaced.
Filtering: Users filter by criteria such as asset type, asset name, creation date, etc.
User Usage
Description: Tracks the usage activities of each user, including Page View Count, Connection Count, Last Active. Helps administrators evaluate the performance of each user and detect unusual activities.
Inactive Users
Description: This report lists users that have not been active since the inputted date. Data is sorted in ascending order of the last active time.. This report helps administrators identify inactive accounts that can be deleted or locked, thereby helping to clean up accounts and optimize the system.
Recommendations
Description: Displays a list of recommendations for the client account, such as if a user or shared link has been inactive for an extended period.
Severity Levels: Recommendations are tiered with a level of severity to help flag potential issues.
Filtering: The items in the list can be filtered by type (e.g., if the issue was flagged on a user or an asset), entity name, etc.
Expiring Consent Status
Flexible Date Filtering: Users can now filter reports using Expiry Date From and Expiry Date To to pinpoint specific timeframes.
CSV Export: Support for exporting the filtered report results directly to a CSV file for offline analysis and record-keeping.
The exported CSV and report view now include the following detailed columns:
Items: Name of the asset item
Expiry Status: Current expiry state
Consent Status: The current legal status of the asset
Expiry Date: The specific date when the consent will expire
Days to Expiry: Remaining days to expiry for proactive tracking
Deletion History
Multi-Item Type Selection: Users can now filter the report by specific item types, including: Assets/ Collections/ Templates. Users can now filter reports using "Deleted Date From and Deleeted Date To" to pinpoint specific timeframes.
CSV Export: Support for exporting the filtered report results directly to a CSV file for offline analysis and record-keeping.
Detailed Audit Logs: Each report entry provides essential tracking information, including:
Deleted At: The exact timestamp when the item was removed.
Deleted By: The name/identity of the user who performed the deletion.
Item Name: The original name of the deleted Asset, Collection, or Template.
Product Metadata Reporting
The Product Metadata Report provides an overview of the metadata stored across your Product module, helping you understand how metadata is being used and identify commonly used fields and values.
The Product Metadata Report groups metadata by Metadata Key, allowing you to review the values stored for each field and understand how they are used across your Product records.
The report includes the following information:
Metadata Key: Displays all metadata fields currently used within your Product records.
Usage Count: Shows how many metadata values exist for each Metadata Key.
Access the Product Metadata Report:
Navigate to Reporting, in the Reporting section, you'll find a 'Select Report' selector
Click on it and choose Product Report.
1. View Metadata Values
To view the values associated with a Metadata Key:
Locate the Metadata Key you want to review.
In the Action column, select View Detail to see Metadata Values.
The Metadata Values page displays all values stored for the selected Metadata Key, including:
Metadata Value
Usage Count
This allows you to quickly review the values being used for a specific metadata field and identify duplicate or inconsistent entries.
Export the Product Report: You can export the Product Metadata Report for offline analysis or reporting. HIVO generates a excel file containing the Product Metadata Report data, allowing you to analyse or share the information.
2. View Products using a Metadata Value
From the Metadata Values page, you can view all Products associated with a specific metadata value by clicking on the Action 'Open in new tab' to view the Product.
HIVO opens a new browser tab and navigates to the Product page, automatically displaying all Products that contain the selected Metadata Value.
This makes it easy to:
Review Products using a specific metadata value.
Validate metadata consistency.
Update Product information where required.
If you have any questions, don't hesitate to ask, we're always here to help!
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