The Futures team have provided you with some simple reports to get you started with using the reporting tool.

The reports provided are:

To access the Reports Tool:

Select 'Manage This Workspace' (three cogs icon).
Select 'Reports', this will open the Manage Reports page.
The Futures Recommended Pinned Reports will be at the top of the list.

To run a report:

Click on the title of the report you want to run.
Select the report output and select 'run report'.
You can select the output of the report. We recommend Excel.

To make changes to a report and adapt it for your specific needs you will need to copy the report and save it to your My Reports, to do this:

Click on the title of the report you want to copy and select 'copy report'.
Please change the title of the report by selecting the 'general menu'.
Update the report name to include your workspace name.

Depending on the settings you select, reports can either be run only by you or be accessible by the managers of your workspace. For more information on creating and editing reports see Understanding the Report Menus.

To be able to comprehend the report output it is important to understand the definitions of the fields included in the report. For help with this see our Key Field Definition Dictionary A-Z.

Here are some suggestions of how the Futures recommended Pinned Reports can be useful to you:

Understanding your Workspace Members

This report will show all the members who have joined your workspace since it was created. This can help you track your growth over time and see who the users are engaging with your workspace.

Who joined the workspace?

The report will show you the users name, email address, job title, organisation, organisation type, user region, user STP area. This will help you know who is engaging with your workspace, any regions you may need to focus on.

How many members have joined?

To see how many members have joined your workspace.

Run the report to export as an Excel document.
Select all the data fields in the report.
Select 'insert'.
Select 'pivot table'. Press 'ok' to open a new worksheet.
Drag Join Date into the row’s selection area.
Drag Join Date into the Values selection area.
Select count of Join Date as the value field setting.

This will show you the number of members joining each month.

Understand user activity

Understanding the definitions of any report is important. Here are the key definitions for user activity across your workspace and Futures.

The User Join Date field is the date the user joined your workspace.
The User Registration Date field is the date the user joined Futures.
The Last workspace Visit field is when the user last visited your workspace.
The User Last Activity Date field is when the user was last active on Futures.

Re-Inviting Members

Using this report, you can see who never accepted the invitation to join your workspace.

An invitation is sent to a user and will expire after 28 days if they do not accept. The system will count this user as an ex-member. Users who have the membership state Ex-member but do not have a join date, did not accept the invitation so can be re-invited.

Member Visits

This will show you unique visits from members for a specific timeframe. You can see how many users visited by month, week or day. This is great to quickly show you how many users are visiting your workspace and helps you see any spikes or drops in activity.

This report reflects the data shown in the Metrics. See Workspace Metrics.

Document Downloads and Previews

This report will show all views (previews and downloads) of documents uploaded to the workspace.

Who is viewing what?

The report will show you the users name, email address, job title, organisation, organisation type, user region, user STP area. This will help you know who is looking at your content.

What are the most viewed documents?

To order your documents by most viewed:

Open the report in Excel.
Select all the data fields in the report.
Select 'insert'.
Select 'pivot table'.
Press 'ok' to open a new worksheet.
Drag Item Name into the row’s selection area.
Drag Activity Date into the Values selection area. Select count of Activity Date as the value field setting.
Right click in the cell underneath Count of Activity Date, select 'sort', select 'sort largest to smallest', this will show you the most viewed content.

To specifically see the downloads and previews drag the Action Detail into the row's selection area under item name.

How to see the documents just for my workstream?

To see the views of a specific section, like a workstream in a larger workspace.

Open the report in Excel.
Select the 'Item Path' column and select 'Sort A-Z'. This will group all folder pathways into alphabetical order so you can easily find your workspace area.

Workspace Content

This report will show you all the content that exists on your workspace. This will help you review and order your workspace content. It is helpful to see which members are creating and modifying content.

Categorise the Content on your Workspace

You can see any tags attributed to an item. This will help you categorise your content making easier for users to find. To read more about how you can use tags: Tagging items on your workspace

Removing Workspace Manager Activity

If you wanted to see only items created by members, you could remove workspace managers activity by creating an any group using the filter. To do this:

Open the 'Filter' menu of the report, Select 'Add an ‘Any group’'.
Add a new condition and select 'Created by Username'.
From the dropdown, select 'is not' and enter the username of the workspace manager.
Drag the newly added condition into the 'any group'.
Repeat this process for all managers you wish to remove from the report.

Please note, use manager ID to avoid removing members with the same name as a manager.

Keeping your permissions in check

If you have multiple workspace managers or allow users to create content on your workspace you might find this report useful as it will show the permissions for a specific item. It will show you who can view and modify an item. If users are creating items, they may have enabled comments or tasks, if you do not want these settings on certain items, you can check and change these. To understand what permissions means for your workspace read the our permissions section Managing Workspace Permissions.

Searching for content by File Extension on your workspace?

Knowing what file extension content is on your workspace is useful to help you quickly find items by format type such as videos and Word documents.

If you run the report with the Document File Extension field the result will only show those items with a value in the Document File Extension, run a separate report for these otherwise items such as folders and events will be removed. To add the File Extension field, follow these steps:

Open the 'Fields menu' of the report.
Select 'Add a field'.
Under Item Specific Information select 'Document File Extension'.
Close the Field Selection menu and select 'Save' to confirm the changes.

Forum and Document Comments

This report will show you the comments and forum posts on your workspace which can be really useful to quickly see what people are asking and might inspire new content.

Which are comments on a document, and which are forum and discussion posts?

Comments on an item will have the item name as comment, the item path will show you where the comment was made.

All other messages are in discussions within forums across your workspace. The item name for forum posts is the title of the discussion.

You can see the username and ID of the member who created the message.

To see which discussion is most popular on your workspace

To order your discussions by most commented on:

Open the report in Excel
Highlight all the data fields in the report.
Select 'insert', select 'pivot table'.
Press 'ok' to open a new worksheet.
Drag 'Item Path' into the row’s selection area.
Drag 'Item Path' into the Values selection area. select 'count of Item Path' as the value field setting.
Right click in the cell underneath Count of Item Path, select 'sort', select 'sort largest to smallest', this will show you the discussions with the most posts.

Changes to Content

This report will show you the actions users have taken on content items within the workspace. It links to the Audit Log and will show the content item related activity.

If you run the report with the Document version control number field the result will only show those items with a value in the Document version control number, run a separate report for these otherwise items such as folders and events will be removed.

Blog Views

The report will show you the users viewing your blogs and their profile information such as name, email, job title and organisation. This will help you know who is engaging with your blog content.

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Futures support

Using the Futures recommended pinned reports