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The Reports feature is available in the Portal Management section of Ringtail. This feature allows system administrators and portal administrators to view the following aggregate data:
●Usage Summary: View aggregate data for all cases or for a specific case.
●Hosted Details: View information about hosted file sizes for all of the cases that you administer or for specific cases.
●Users: View information about the users for all of the cases that you administer or for a specific case.
You can also download reports. For more information, see Download a Portal Management Report.
Note: Case administrators who are portal users can view data and download reports for the cases that they administer.
To access the Reports feature, on the Portal Home page, under Portal Management, click Reports.
On the Usage Summary and Hosted Details pages, the metrics update periodically, and not in real time, if you scheduled an indexing and enrichment job or a gather case metrics job. On the Users page, some of the numbers update in real time, but others require that you run one of these job types.
If no jobs are scheduled, we recommend that you schedule a gather case metrics job on a weekly or monthly basis. For information about how to schedule a gather case metrics job, see Add a scheduled job.
If you need to gather and update case metrics more frequently, you can schedule an indexing and enrichment job, which also includes updates to case metrics.
Note: An indexing and enrichment job updates case metrics only for folders that correspond to Ringtail levels. To scan all folders in the file system, run a gather case metrics job. If you want to update case metrics using a previously scheduled indexing and enrichment job, you must delete the existing job, and then create a new job that includes the Update case metrics option.
You can view aggregate data for all of the cases that you administer or for specific cases in the Usage Summary report. You can display the total usage summary for a specific date or for a date range. If you change the dates, click Apply to update the table. An example of the Usage Summary report is shown in the following figure.
You can filter columns, and hide and display columns in this table. For more information, see Filter data in the Portal Management Reports.
The following columns are available in the Usage Summary report. You can hover over most of the column headings to view a description.
●Status: Indicates whether a case is active or inactive. If a case is active, no icon appears. If a case is inactive, an icon appears in this column. To see when an inactive case was last active, hover over the inactive icon.
●Data availability: The color-coded calendar icons in this column indicate the data aging and availability as follows:
Tip: Hover over the calendar icons to view details.
oIf you select the Total as of option, the calendar icons indicate the following:
□Red calendar icon: No data is available for the case. Run a gather case metrics job, or run an indexing and enrichment job with the update case metrics option selected.
□Yellow calendar icon: Data is available, but it is more than 30 days older than the specified date.
□Green calendar icon: Data is available and is less than 30 days old for the specified date.
oIf you select the Net difference between option, the calendar icons indicate the following:
□Red calendar icon: No data is available for the case for the specified date range. Run a gather case metrics job, or run an indexing and enrichment job with the update case metrics option selected.
□Yellow calendar icon: Data is available for some dates for the specified date range, but data is missing for either the specified start date or the specified end date, or both.
□Green calendar icon: Data is available for the specified start and end dates.
●Case: A list of all cases. You can filter and sort this list.
●Organization: Displays the cases for your organization.
●Description: The case description.
●Base documents: Number of base documents.
●TIFFed pages: Number of pages generated by imaging (.tiff, PDF, or .jpg).
●OCR pages: Total number of pages of documents submitted for optical character recognition (OCR) processing.
●Ingestion count: Number of ingestions associated with documents in the case.
●Ingestion documents: Number of documents in the case that were loaded using the ingestions feature.
●Ingestion size (GB): Total file size of documents in the case that were loaded using the ingestions feature, in GB.
●Import count: Number of imports associated with documents in the case.
●Import documents: Number of documents in the case that were loaded using the imports feature.
●Import size (GB): Total file size of documents in the case that were loaded using the imports feature, in GB.
●Production count: Number of locked productions.
●Production documents: Number of production renditions.
●Production pages: Number of pages associated with production renditions.
You can view information about hosted file sizes for all of the cases that you administer or for specific cases in the Hosted Details report. You can display the total usage summary for a specific date or for a date range. If you change the date, click Apply to update the table. An example of a Hosted Details report is shown in the following figure.
You can filter columns, and hide and display columns in this table. For more information, see Filter data in the Portal Management Reports.
The following columns are available in the Hosted Details report. You can hover over most of the column headings to view a description.
●Status: Indicates whether a case is active or inactive. If a case is active, no icon appears. If a case is inactive, an icon appears in this column. To see when an inactive case was last active, hover over the inactive icon.
●Data availability: The color-coded calendar icons in this column indicate the data aging and availability as follows:
Tip: Hover over the calendar icons to view details.
oIf you select the Total as of option, the calendar icons indicate the following:
□Red calendar icon: No data is available for the case. Run a gather case metrics job, or run an indexing and enrichment job with the update case metrics option selected.
□Yellow calendar icon: Data is available, but it is more than 30 days older than the specified date.
□Green calendar icon: Data is available and is less than 30 days old for the specified date.
oIf you select the Net difference between option, the calendar icons indicate the following:
□Red calendar icon: No data is available for the case for the specified date range. Run a gather case metrics job, or run an indexing and enrichment job with the update case metrics option selected.
□Yellow calendar icon: Data is available for some dates for the specified date range, but data is missing for either the specified start date or the specified end date, or both.
□Green calendar icon: Data is available for the specified start and end dates.
●Case: A list of all cases. You can filter and sort this list.
●Organization: Displays the cases for your organization.
●Description: The case description.
●Base documents (GB): Total file size of image files, native files, and content files that are associated with base documents, in GB.
●Production renditions (GB): Total file size of image files, native files, and content files that are associated with production renditions, in GB.
●Databases (GB): Total size of the SQL databases associated with the case, in GB.
●Content index (GB): Total size of the content indexes associated with the case, in GB.
●Predict (GB): Total size of the predict data associated with documents in the case.
●Other data (GB): The total file system size of the folders on the Ringtail file system (other than images and indexes, as long as the files are organized in folders by case.)
●Orphan (GB): Sum of the file size of files on the Ringtail file system not accounted for by documents or indexes.
●Total size (GB): Sum of the values in the currently displayed columns on the Hosted Details report, with the exception of the Missing (GB) column.
●Missing (GB): Sum of the file size of files associated with documents in the case, but missing from the expected location in the Ringtail images folder.
You can view information about the users for all of the cases that you administer or for a specific case in the Users report. An example of the Users report is shown in the following figure.
You can filter columns, and hide and display columns in this table. For more information, see Filter data in the Portal Management Reports.
The following columns are available in the Users report. You can hover over most of the column headings to view a description.
●Status: Indicates whether a case is active or inactive. If a case is active, no icon appears. If a case is inactive, an icon appears in this column. To see when an inactive case was last active, hover over the inactive icon.
●Case: A list of all cases. You can filter and sort this list.
●Organization: Displays the cases for your organization.
●Description: The case description.
●Total: Total number of users.
●Assigned: Number of users who are currently assigned to the case.
●Unassigned: Number of users who were previously assigned to the case, but are currently unassigned.
●Licensed: Number of licensed users.
●Unlicensed: Number of unlicensed users.
●Disabled: Number of users who cannot log in to Ringtail because their accounts are disabled.
Note: An administrator can enable the users’ Ringtail accounts. For more information, see Work with User Administration.
To update the data in the following columns, you must run a gather case metrics job, or run an indexing and enrichment job with the update case metrics option selected:
●No group: Number of users who are not members of any groups in the case.
●Last access: The last time that a user logged in to the case. Hover over a cell in the Last access column to see which user last accessed the case.
If you are a system administrator or portal administrator, use the following procedure to access the Users page in the User Administration section to view detailed information about each user based on the aggregate data that appears in the Portal Management Report.
●On the Users page in the Reports section, click a linked number in the table, as shown in the following figure.
The Users page in the User Administration section opens. For information about user administration, see Work with User Administration.
Note: If you are a case administrator (and a portal user), you can see aggregate data on the Reports page, but you cannot access the User Administration section.
By default, data for all cases and all available metrics appears on the Portal Management Reports. You can filter the data that appears. For example, if you want to display only data related to ingestions for a specific case, you can filter by the case name and then display only the ingestion columns.
When you filter the data, the numbers in the report update accordingly.
Use the following procedure to filter the data that appears on the Portal Management Reports.
1.On the Portal Home page, click Reports, and then click the page for a report.
2.To filter data, do the following:
a.Hover over a column heading and then click the down arrow.
b.Point to Filters, and then enter the filter criteria. For example, type a case name.
3.To specify which data columns appear, do the following:
a.Hover over a column heading, and then click the down arrow.
b.Point to Columns, and then select from the following:
□To display a column, select the check box next to the column.
□To hide a column, clear the check box next to the column.
Use the following procedure to download data from a Portal Management Report to a spreadsheet (.csv file).
1.On the Portal Home page, click Reports, and then click the page for the report that you want to download.
2.Optionally, filter the report.
Note: The downloaded report includes the date ranges and the columns that you filtered by, but does not reflect any filters based on the case name.
3.Click Download report.
