Viewpoint Reports#

Opening the Reports Module#

The Reports module can be launched from both the Review and Processing applications. The user should have the Access Reports permission to use the Reports module and as well as the Customize Reports permission to make changes to the reports.

• Processing: Select the Reports button from the Project tab.
• Review: Select the Reports button from the Tools section of the main Review window, as shown in the following screen:

Ribbon Menu#

The Ribbon is divided into five sections that allow the user to work with various panels in the Reports window.

The icons will automatically resize depending on the size of the Reports window.

View#

The View section controls what panels are currently visible within the Reports window as well as the ability to save or reset the current layout. The Execute button kicks off the report generation. The time required to generate a report can vary greatly depending on the selected report and the filters used. Alternatively, users can double-click on a selected report in the Reports / Filters panel to execute the report.

Report Navigation#

This section allows the user to navigate through the report displayed in the Report panel.

Report Settings#

The Report Settings section allows the user to change the look and feel of generated reports. This section is also used to change the behavior of the filter settings.

Appearance Settings#

The look and feel of a report can be altered for each Company listed within the Viewpoint. The Appearance Settings button is only active, if the user has been granted the Customize Reports permission in the Security Management module.

• To use this tool, the user selects which company’s report template to be customized from the left side.
• Click the section in the template pane to highlight the section. It will populate the middle pane with the settings that can be altered.
• To change the logo in the report template, click the Logo field in the middle pane and browse to the file location of the new logo file.
• It is recommended to use a square .png file with a dimension of at least 60X60 and a transparent background.
• The size of the logo will be scaled automatically to fit the space predefined for the logo.

Configuration Settings#

• This button is only active if the user has been granted the Customize Reports permission in the Security Management module.
• The Configuration Settings button allows the user to edit the name and description of the various reports.
• The user can simply click the field and change the existing text.
• Clicking OK to save the changes.
• These changes will be reflected in the report name in the Report Filter panel and in the report name and description values in the generated reports.

Chart Options#

• This section allows the user to make the changes and see how the chart is organized and displayed.
• Not all the reports have an available chart. As a result, this section will only be visible if the selected report can generate a chart.

Fields, Values, and Aggregation#

Some charts allow the user to have some flexibility and to select which fields of the report are visible in the chart. Fields options are typically listed on the horizontal axis, while Values options are typically listed on the vertical axis. For reports where results are grouped by date, the Aggregation option will appear and allow the user to group the results based on day, month, year, etc.

Chart Type#

There are nine chart types to choose from the available list to represent the data. Hovering over the chart type will display the chart name. When you select a different chart type, it will immediately update the chart without having to regenerate the report.

Reset, Legend, Labels, Single Series, and Title#

The Reset button will revert the chart back to the original zoom, legend selection, and chart filters. The Legend and Labels buttons will toggle on/off the chart legend and data labels. The Title option allows the user to change the title at the top of the chart or hide it completely.

The Single Series button toggles on/off how the right-click Review option behaves in the Chart panel. There are some charts that can have multiple categories for each Value displayed in the chart.

For example, chart for the File Extensions report can show the number of cataloged files, extracted files, and the files after dedupe for each file extension listed on the graph. With Single Series turned off, right-click Review will display the results for all the categories of the file extension lumped together. With Single Series turned on, right-click Review will display only the results for the individual selected category for the file extension in the graph.

The Selection Color button provides the ability to change the color of a graph category when you click on. Using ctrl+click to select multiple categories will turn the color of the selected categories to the color chosen in this setting. This is meant to avoid confusion of which categories are selected when a category in the graph has the same color as the default selection color.

Print / Export#

Print Preview gives the option to preview either the report or the chart.

Print gives the option to print either the report or the chart. Selecting either one will open the printer settings where the user can select a printer.

Export allows the user to export out the report into Microsoft Excel (with or without the header), PDF, or Word formats. Alternatively, the Chart Data (Grid option) will export either all rows or only checked rows of the Chart Data panel to Excel.

Reports / Filters Panel#

This is the left-most panel, by default. The reports are separated into several categories. When a category is selected, the list of reports are displayed in the upper portion of the panel. A list of available filters are displayed in the bottom section of the panel for the report selected. A complete list of the reports available in the Processing and Review applications are available at the end of this manual.

For users with the Securable Lookup permission, right-click on a report in the panel will give the option to view the Security Access to the report. Security Access is a quick way to see which users have permissions to view and/or customize the report.

Reports Panel#

This is the main panel in the window. The panel will remain blank until a report is generated. There are a few right-click options that give the user the ability to print, export, zoom, or change the page setup.

Users can also sort columns of generated reports prior to exporting by clicking the Sort icon located on the right side of each column header.

Chart Panel#

This panel can be toggled on/off by clicking the Chart button on the Ribbon menu. Once a report has been generated, the chart will display in this panel. Right-click in the panel will give the option to review the selected section of the chart. If this is done in the Processing Reports module, a search results grid will open in the Process tab displaying the records of the selected section of the chart.

In the Review Reports module, choosing the Review option will create a View in the Adhoc folder. Also, in the Review Reports, there is an option to create a View from the chart. This will open a new window where the user can name the View and decide which folder to build it in.

To build a View or review multiple categories of a graph, ctrl+click to select the desired categories and then right-click to select either Review or Create View. Right-click on the chart to copy the chart to the clipboard, as well as to filter the Chart Data panel to the chart value selected.

Note: Refer to the section in this manual that covers the Single Series button, as this may have an effect on the number of files that are displayed in the results for graph values with multiple categories when using the Review or Build View right-click options.

Chart Data Panel#

The Chart Data panel lists the data that is used to generate the chart. All the available field values for the chart will be listed. Checking/unchecking records in this panel will instantly add/remove the record from the chart. The chart data can be exported to Excel using the right-click option.

Available Reports#

Reports in the Processing Application#

Reports in the Review Application#