ShareFile Top 5 Reports That Will Benefit Your Business
Being new to the ShareFile team, I was very interested in the reports ShareFile has to offer. One of the features that I have not heard a lot of customers talk about is reporting so I thought it would be a great topic to write about.
ShareFile has robust reporting that can help your business save time, manage usage, and even help with Sarbanes-Oxley compliancy.
Once logged in, click on “Admin” in top right navigation bar, then click on “Reporting” in right navigation. This will take you to your Account Reporting Dashboard. You can see a high level view of your users, clients, storage space, and bandwidth usage.
Under “Details” click “+Create Report”
Report Number 5 – Usage Report. Check employee or client activity. This is also a great customer service tool. You can check to see which clients have downloaded, or not downloaded, the file you sent. If it has been several days and the file has not been downloaded, you can contact them to see if they need assistance. It is a great reminder to download the file and your client will appreciate the attention to detail. Usage reports can also be helpful audit tools. Have you ever had a client say that they didn’t receive information that you thought that they had, or wanted to double-check when a team member last updated a file? The Usage Report gives you facts such as the exact time and IP address where an upload or download took place to help answer any questions that may come up as a natural result of collaboration.
A small box will appear that shows Report Type “Usage Report.” Click next step. You will have the option to change the report, the date, and activity types. For now, leave as is (definitely test the other settings later), and click next step.
Another small box will appear with a great feature, “Scheduling.” This will schedule the report automatically if you wish. If you click “Recurring” you will have the option to run the report automatically daily, weekly, or monthly and if you click email notice, it will come right to you. Click “Create Report” and view the results. You can view the report in many different ways, HTML, Excel, CSV, or PDF. Again, play with the settings and customize it based on your needs.
Report Number 4 – Access Audit Report. This report is great if you must be Sarbanes-Oxley compliant. You can show who had access to which folder and their level of access to these folders. This information, combined with a “Storage Report”(which I cover later), can help prove full disclosure of necessary financial documents. This report will also save you a lot of time if you want to check that all folder permissions on the account are correct before sending out login information, since it combines all of the Folder Access information for the account in one place.
From the dashboard, click create report. Choose “Access Audit” from the drop down and click next step. From here you can obtain a report on the entire account, each user, or each folder. Click next step to scheduling. You can schedule this report as well, but for now click “Create Report” and choose you method to view the report. You have many options to view this report as well.
Report Number 3 – Virtual Data Room Click Trails Report. If you have our Virtual Data Room, this report is a detailed account report of usage. Click Trails can be a great tool in helping you gauge potential bidder interest when working on a deal, as you can see what users are interested in browsing and how much time they are investing in reviewing specific documents. If you want to be able to make the most of your sale, this information can help you determine what details to focus on when speaking with different bidders and weed out parties with casual interest from serious potential buyers.
Click “Admin” on the top navigation, then “Click Trials” in right navigation. Select the time frame from the “View Trials for” drop down. You can see a list of users on this page. If you click on “View Session” associated with each user, you can view user activity in click trail form. You can see the steps that a user took, viewing folders and files, along with their log-in and log-out times.
Report Number 2 – Reports in the Folder Screen. Besides seeing reports under “Admin,” you can view and individual reports on the folders screen. Folder activity reports are available to any folder administrator, so these reports can be great tools for any employee who does not have access to run account-wide reports, but may need to check usage for their clients or coworkers within project folders. This allows employee users to maintain greater autonomy in managing their own project folders and client follow up, and can reduce the need for a central administrator to help employee users with questions about the account.
While on your “Home” screen, click on an individual folder. On the right side of the screen, click on “View Activity Log.” You will be able to select all users or an individual user of that folder, set a date range, and activity type (downloads, uploads, deletions, etc…) of that specific folder or sub-folders. Once you have it set the way you want, click on “Export to Excel” button, choose if you want just that folder and/or sub-folders, and click “ok” when the Excel prompt pops up.
Report Number 1 – The Storage Report. Wondering where all of your storage is getting used up? The Storage report is basically a complete overview of the projects everyone is working on and how much storage they are using. In addition to allowing you to check that all necessary files are available and in order on your account, you can also use this report to help decide which files may no longer be needed on the account. This will help you cut down on your account storage use to save money on your plan or prevent overage fees.
After clicking “Admin” and “Create Report,” select “Storage” from the drop down menu. Click “Next Step” and you will have the option to create the report on the entire account or folder and set date. For now, leave settings as they are and click “Next Step” to scheduling. Same as the previous reports, you can schedule this report. Click “Create Report” and how you want to view the data, HTML, Excel, CSV, or PDF. You can now see the file size of each folder. It is a great way to audit your account and see if there are files that are using up a lot of space that you may no longer need.
As always, if you ever need help with your account, including report generation, please do not hesitate to contact your account manager.
If there are other reports that you found useful and would like to share with others, please comment below.