Spreadsheet usage monitor reporting help

Using the reporting feature you can:

  • See a list of the usage records associated wth your account on our web site
  • Sort columns
  • Filter to select a subset of the records
  • Group by one or more columns
  • Move or remove columns
  • Export to Excel

Watch the short videos alongside each topic to see how the feature is used.

You will need Microsoft Silverlight to use the reporting feature and to see the videos available on this page.  If you see a link to install Silverlight below click on it to begin the install process.

Usage fields reported

The monitor utility captures and you can report on the following fields:

Batch date/time

The date/time the record was uploaded to the web server. Many records may share this date/time.

Path

The path of the used file. This is recorded separately from the filename so independent folders can be selected.

Filename

The name of the file which has been used

Created date/time

The date/time the used file was originally created

Last update date/time

The date/time the used file was last updated

Filesize

The size of the file at the time the file was used

Source

Whether the used record was generated by the 'find files' process or as a file is used.

Action

The type of use leading to the generation of records. Valid options will be none, open, save, close, create, delete and complete

Most recent

Whether the current record is the most recent instance for a file.

Sorting data

Any column can be sorted by clicking on the column header.  By default records are sorted by the Last update date/time column in ascending order.

Filter to select a subset of the records

Filters can be applied to the data by using the options in the 'filter row' just below the headers row.

  • Comparsion options

    The filter mechanism is slightly different for the different types of column. With the exception of the Most Recent column you can choose a comparison condition. When you press on the symbol to the left of the filter cell of a column you will be presented with a list of valid comparison options.

    For numeric fields (the three dates columns and Filesize) these are:

    equals, not equal, greater than/or equals and less than/or equals.

    For the Path and Filename columns the options include:

    equals, starts-with, ends-with, contains and their negatives

    There are comparison options for the Most Recent column which has three states:

    checked (yes), unchecked (no) and a horizontal line (no filter).

  • Entering a filter value

    Like the comparison options, the way filter values are entered is different across the types of column:

    Text

    Enter text into the text box provided. The data will be filtered dynamically as you enter the sequence of characters.

    Date

    Click on the calendar icon to access a calendar from which you are able to select a date. At the moment only a single date can be selected so it's not possible to filter the records across a range of dates.

    Options

    When you click on the filter area of the Source or Action column a drop-down list is provided which displays the options available for that column. At the moment it is only possible to select one option.

    Most Recent

    As this column displays yes/no values the check box in the filter cell will cycle through a sequence of checked (yes), unchecked (no) and a horizontal line (no filter).
  • Removing a filter

    If a column filter is in effect an icon will appear to the left of the filter cell of a column. Click on the icon to remove the filter.

    The filter of the Most Recent column is removed by clicking the check box by setting the filter to the horizontal line

Group by columns

The display supports the ability to present records grouped by one or more of the column values. For example is may be of help to group the records by folder to see the list of files being changed more easily.

When a column is used to group records, each unique value of that column becomes an expandable list in the display area.

To group

To group by one of the columns, click on the header of that column and drag the header tile into the 'group-by' area which is located directly above the row of column headers.

Multiple groups

Multiple columns can be used for grouping in which case one will be the outermost group with other columns appearing as groups within each outer group. For example, it may be useful to group by folder and filename. As each folder group is expanded a list of grouped names of files belonging to that folder will be displayed. When any of the filenames are expanded all records about that files will be listed.

Moving columns

The display presents columns in a predetermined order however you can change the order for the duration of the session if this helps presentation.

To move a column, click on the column header and, while holding down the left mouse button, drag the header tile to another location. When the tile is in the required location release the mouse button when the display will re-organize itself.

Export to Excel

Click on the Export to Excel button to save the a facsimile of the the display to an Excel (.xls) file. This action will prompt you to select a name and location for the file to be saved and will then generate the file.

A workbook generated will contain:

  • the data filtered as shown in display;
  • columns in the order shown in the display; and
  • groups will be represented by Excel outlines.