Scheduled Reports

Many Admins are not aware of the extensive reporting that GAT can perform for them in the background. In this post, we outline some of the reports we run internally to give you some ideas for your own domain and to demonstrate the power and range of GAT reporting. Below is a screenshot of the scheduled reports for our domain.

The first two reports are standard and automatically created by GAT for your domain when you install GAT.

The ‘What’s Hot’ report shows all documents shared in and out of your domain in the last 24 hours, including ones shared prior to that time window, but changed in the last 24 hours. Because this report tracks documents shared in, that may frequently change but are of little importance, it may give too much detail, not letting you see the wood from the trees after your domain becomes mature. We have a refined version of this report described below that may be more appropriate for large or mature domains. This report is ideal for new Google domains or those Google domains new to external sharing.

The ‘Activity’ report which runs weekly, generates the weekly big picture stats for your domain. It also helps build the business intelligence data, so worth leaving run once every week.

The ‘Login Events’ report on our scheduler runs with ‘every scan’ and reports login failures since the last scan. ‘Every scan’ means every time an Admin logs into GAT or every time a scheduled report runs an Admin is alerted to login failures from user accounts. This can be very useful in identifying a hacking attack in a timely fashion.

The ‘Daily User Email Stats’ report is currently disabled on our scheduler, but we use it from time to time if we are interested in tracking email volumes for each user.

The ‘Documents Report’ is the refined version of the ‘What’s Hot’ report we described in the first paragraph. This is the one we recommend for all large domains. It reports on all the documents created or changed in the last 24 hours that are shared out. It also reports on all documents that are shared in, that were created or changed in the last 24 hours, but only if these external documents have local editors.

Below is the code for this rule which you can paste in the rule edit section of the drive audit. See here for details on how to do that. Remember to change both the domain name and the date and times for your own requirements.

{

 “0privacy”: “NULL_PRIVACY”,

 “0searchTextType”: “DOC_WITH_USER_AS_EDITOR”,

 “#multi”: “or 0 1”,

 “0updatedFrom”: “31/12/2014 01:59:27“,

 “0deleted”: “false”,

 “1deleted”: “false”,

 “0searchText”: “your_domain.com“,

 “1privacy”: “NULL_PRIVACY”,

 “1updatedFrom”: “31/12/2014 01:59:27“,

 “1sharedOut”: “true”,

 “_reportType”: “USER_DOCS”,

 “1searchTextType”: “DOC_NAME”,

 “0sharedIn”: “true”

}

The ‘Doc Actions’ report covers the same set of documents as the above Documents Report but reports which of your users did what and when, with the document. This can be really useful when there are multiple local editors on a document.

The final ‘Documents Report’ in our list shows only documents that were created and shared out.

The ‘Emails Report’ shows any emails in the last 24 hours, to or from any user in the domain that contains the word “Purchase Order’. This report could be useful for a finance manager monitoring sales or purchasing activity. See here for an example. In this example, the reporting is domain-wide, but can be restricted to a user, a list of users, a group or an OU (see the following Calendars example).

The ‘Calendars Events Report’ example in our domain confined to reporting future calendar appointments that are made each day for the sales group. Again this quite narrow report might be one that can be directed to the sales manager.
These are just a sample of the potentially thousands of unique and individual reports, that using GAT, Admins can create for their domain. Over the years these are ones we have found useful, we hope you do too. To create a report simply go to any audit area in GAT, select the user scope and date range you are interested in, run the report and then just schedule it. See here for examples of the power of the GAT scheduler, not just for reporting but for policy enforcement also.