By Kyle Knebel
April 2023 Consultants Corner
Want to know when Laserfiche is being used and not used? Run an Audit Trail Report.
With the Laserfiche Audit Trail optional add-on, Laserfiche Administrators and users can run reports on activity in Laserfiche repositories. For example, you can find out when a document was uploaded. Or you can find out when a user account last logged into a repository.
We will access the web-based reporting tool using your default browser to create a report. The Audit Trail main page has a “New Report” button, which allows you to create a custom report of monitored activity in your system.
There are four basic filters, but you need to use three for this report. We’ll use Date Range, User, and Event Type.
First, select the date range for this report. This can be a “relative date range” or other date range.
Second, select a specific user, or leave the “Everyone” group if you want to see all account names in the report. For this report on user logins, we will leave the “Everyone” group in the list. Note: If you want to see a specific user’s information, clear the “Everyone” group and then type in the user name in the input box.
Third, select the Event types by clicking the “Add” hyperlink to the right. This will open a pop-up list. You can select many different Event types from the pop-up. Events are grouped by Category so that you can select the entire category, or just a specific Event within that category.
Once selected, you’ll see the selected audit event listed on the right side of the pop-up under the “Selected” column.
Click the green Add button at the bottom right corner of the pop-up. This will display the selected Event types on the left panel.
At this time, press the green Apply button at the bottom of the panel to generate the report results.
Next, you will want to customize the displayed columns, since there may be a few that you don’t need. For example, your initial report might look something like shown below, but you want to customize the columns displayed.
To configure the displayed columns, click on the Column Picker icon at the top-right corner. From this pop-up, you can double-click an item to add or remove it from the list. Click and drag your Visible Column items to arrange their left-to-right order.
Click OK, when done.
With your report in view, if you want to exclude a user from the report, you could easily add that as a filter. Just right-click on the cell where you see the user name, and filter with the “Is not[User: Name = {name}],” as shown below.
Here’s a completed and filtered report from my “training” system for all user logins, not including the “Admin” user.
If you have selected Everyone as the User and you find that there are users that don’t show up in the list, they never logged in during that time frame. Alternatively, if you select a specific user and there are no login events reported, they did not log in to the system.
If you like what you see, you can print or download the results as a report. Downloaded reports are in Microsoft Excel format. Further refinement of your reporting can be accomplished within the Excel spreadsheet if you wish.
That concludes this month’s article about the Laserfiche Audit Trail reporting tool and how to generate a list of login sessions. As a Laserfiche Administrator, this is a great way to manage those user licenses!
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