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Creating custom reports

Purpose

Creating custom reports allows users to query for all files that have been scanned by the system, offering a variety of search filter options to choose from. Each of these search filters provides many operators to narrow down the query criteria even further, allowing the system to locate specific files quickly and efficiently. This feature searches the entire system or a specific folder, depending on which node or folder is selected at the time the query is performed. After the query is created, saving the query in report form allows for quick reporting of all files that met the search criteria for future use without having to perform the steps each time of building the query. Once the report has been saved it can be ran to present real-time file results, be exported to a PDF or Microsoft Excel spreadsheet, or shared with other Aparavi users within the system.

Overview

  • Creating & Saving Custom Reports
  • Export Reports to PDF, Microsoft Excel or JSON files
  • Printing Query Reports
  • Column Options: Grouping, Ordering, Formatting & Filters
  • Query toolbar options
  • Instantly share query results with other Aparavi users, using the Get Link to Results feature
  • Importing Reports from JSON files

Creating & Saving Custom Reports

  1. Choose which node/folder to perform the query on, by clicking on it in the navigation tree, located on the left-hand side. Once selected, it will appear with a yellowish background color to indicate that it is selected.
Node Selected

2. Click on the Reports tab in the top navigation menu. If not already located on this tab, the system will navigate to the Reports tab in the system.

Reports Tab

3. Click on the Create Custom Report Button, located in the upper right-hand side of the screen. Once clicked, the Query pop-up box will appear.

Create Custom Report Button

4. Once the Query pop-up box appears, click on the first search filter drop-down field and then click on one of the search options listed. Once the search filter is selected, the menu will disappear and the selection will appear inside the field.

*Please Note: All filters that contain a side arrow icon, directly to the right of the filter’s name, indicates there are more options to choose from within that filter subject.

Query Pop-up Box – First Search Filter

5. Click on the second search filter drop-down field and then click on one of the operators listed. Once the operator is selected, the menu will disappear and the selection will appear inside the field.

Please Note: This field is dynamic and offers different operators depending on the first search filter’s selection.

Query Pop-up Box – Second Search Filter

6. Click on the third field and enter the search criteria. This field will vary, depending on the selections of the first two drop-down fields. Once the information is entered or selected, it will appear inside of the field.

For Example: If querying for a File by Modification Date → Using the Between Operator → Field will become drop-down calendar to select a date range from.

Query Pop-up Box – Third Filter if by Date

For Example: If performing a query for a specific or multiple classifications → Field will become a drop-down list of all classifications saved to the system to choose from.

Query Pop-up Box – Third Filter if by Classification

7. Once the query search criteria have been selected, begin adding or removing fields that should display along with the query results.

To add a field, click on the field name from the list of Available Fields section, located on the left-hand side. Once selected, hold down the button on the mouse and drag the selected field from the Available Fields section, into the Selected Fields section. Once the field has been added, it will no longer display under Available Fields section and now will display under the Selected Fields section only.

To remove a field, click on the field name from the list of Selected Fields section, located on the right-hand side. Once selected, hold down the button on the mouse and drag the selected field from the Selected Fields section, into the Available Fields section. Once the field has been removed, it will no longer display under Selected Fields section and now will display under the Available Fields section only.

Please Note: By Default, the system will select several fields which will appear under the Selected Fields section and another set of fields, under the Available Fields section. In addition to the fields that appear within those two sections, there is a checkbox located in the bottom left-hand side of the pop-up box, beside the label “Show Advanced Fields” that when clicked on, will offer many more field options to be added. To add or remove these fields, follow the same steps as above.

Once completed with selections, click on the Search button at the bottom right-hand side of the pop-up box to save changes.

Query Pop-up Box – Fields Added & Removed

8. Once the Search Button is clicked, the Query pop-up box will disappear and the Query file results will appear.

Query File Results

9. Saving The Report: Click on the Save As Button, located in the toolbar, just above the query file results. Once clicked on, the Save As pop-up box will appear.

Save As Button

10. Inside the Save as Report pop-up box, type the name of the report in the Name field.

Name Field inside Save As Pop-up Box

11. Inside the Save as Report pop-up box, choose whether the report will be a Private report or Public report. Private reports can only be viewed by the account that it was created under, no other Aparavi users will be able to view this report. Public reports can be viewed by any Aparavi users under the same organization for quick sharing of results.

Save as Report Pop-up Box – Type Field

12. Once completed, click the OK button at the bottom right-hand side of the pop-up box to save the changes.

Ok Button

13. Once the report has been saved, an alert will appear in the bottom left-hand side of the screen to indicate the report has been saved.

Report Saved Alert Message

14. Click on the Reports tab, in the top navigation menu, to view the saved report.

Reports Tab

15. Once on the Report tab, the saved report will appear under either the Private reports section, or Public reports section, depending on which option was selected.

Saved Report

16. Now that the report has been saved, the same query criteria can be searched for without having to repeat the process of performing the query using the search filters. Simply click on the Run button, located to the right of the report’s name and the system will automatically generate the report using the original query search criteria entered.

Run Button
Query File Results

Query Toolbar Options

After the query has been generated, the system offers several tools located in the toolbar, directly above the query results. Some of the options include:

  • Query – Change query parameters
  • Refresh – Refresh results for any new files in the system meeting query criteria
  • Save – Overwrite existing report with new changes
  • Save As – Create a new report
  • Expand All Grouped Items – Grouped field columns will expand to display all files in that grouped field
  • Collapse All Grouped Items – Grouped field columns will collapse and won’t display any files in that grouped field
  • Print – Print file results as they are displayed in query file results window
  • Get Link to Results – Generate a link to the query file results to share with other Aparavi users
  • Download – Export query file results to PDF or Microsoft Excel files
Query Toolbar Options

Query

When the query button is selected, the Query pop-up box appears and allows for changing of search filters and operators or adding and removing fields to the file results.

Query Button
Query Pop-up Box

Exporting Reports

Before and after the query has been saved as a report, the report can be exported to a PDF, Microsoft Excel or JSON file. There are two ways a report can be exported and depending on which way is selected, depends on the type of file that can be exported.

(1) From Query Report File Results Window – Exports to PDF or Microsoft Excel Files

Download Button

(2) From the Reports tab directly – Exports to JSON File

Export Reports Button

Exporting From Query Report File Results Window

1. While located on the Reports tab, create a new query report or run an existing saved report.

Run Button

2. Directly above the query file results, click on the download button, located on the left-side of the screen, this button’s icon is displayed as a down facing arrow.

Download Button

3. Click on either options that displays when the export button is clicked: (1) Export to Pdf or (2) Export to Excel.

Export Options

4. Regardless of which option was selected, a pop-up box will appear that offers the ability to customize the export, such as renaming the exported file’s name.

  • If Export to Pdf is selected, the pop-up box will include the following customization options
Export Options – PDF

• If Export to Excel is selected, the pop-up box will include the following customization options

Export Options – Excel

5. After customizing the export options, inside the export pop-up box, click on the Generate Pdf or Generate Excel button, located at the bottom right-hand side of the pop-up box. Once this button is clicked, the pop-up box will disappear, and the exported file will begin to download.

Generate PDF Button

6. Search local host computer’s downloads folder, and double click on the exported file to open it.

Downloads Folder on Local Machine

Exporting From Reports Tab

1. While located on the Reports tab, click on the Export Reports button. Once the button is clicked, the Export Reports pop-up box will appear.

Export Reports Button

2. Inside of the Export Reports pop-up box, type in the name of the report to be downloaded into the File name Field.

Export Reports – File Name Field

3. Click the checkboxes to the left of the report’s name that should be exported. Please note that multiple reports can be selected and exported at the same time. When the report is selected, an orange background will fill the checkbox to indicate that it is selected. To deselect a selected report, click on the selected checkbox once again and the checkbox will become blank, to indicate that it is not selected.

Export Reports – Report Checkboxes for Selection

3. Once the proper report(s) have been selected, click the Export button, located at the bottom right-hand side of the Export Reports pop-up box to begin the export.

Export Reports – Export Button

4. Search local host computer’s downloads folder to locate the downloaded .json file.

Downloads Folder

Printing Reports

Before and after the query has been saved as a report, this report can be printed.

1. Create a new query report or run an existing saved report.

Run Button

2. Directly above the query file results, click on the Print button, located on the left-side of the screen, this button’s icon is displayed as a printer.

Print Button

3. A pop-up box displays, showing a preview of the report, along with the print options to choose from.

Print Options

4. Once all selections have been made, click on the Print button, located in the bottom right-hand side of the Print pop-up box. Once clicked, the report will begin printing on the printer selected.

Print Button

Field Column Options

Once the query has been performed and the results are displaying the desired fields, each field can be altered in various ways to display the information in a meaningful way. Depending on which field is selected, determines which options are available for altering. Some feature options such as grouping by column, sorting in ascending or descending order, removing fields, aligning text and using the search filter operators are available regardless of which field is selected. Other field options are only available for specific types of fields. Once all alterations have been made, the report can be saved and the next time the report is ran, all of the changes will still be applied.

  1. While located on the Reports tab, create a new query report or run an existing saved report.
Run Button for Report

2. Once the report has been ran and the query file results are displaying, click on the 3 vertical dots located inside of the field’s name to display the options for that selected field.

Name Field Options
Date Field Options

Grouping

All fields have the option to group columns together based off a set of shared characteristics. The feature also allows for one column or multiple columns to be grouped at once, along with the ability to set priority of one grouped column over the others.

Size Field Options – Grouping
Grouped by Size Query Results

Ordering

All fields have the option to sort a single column or multiple columns in ascending or descending order. The feature also allows for one column or multiple columns to be sorted at once, along with the ability to set priority of one column over the others.

Name Column – Ordering
Name Column sorted in Ascending Order

Format

Fields that contain numerical data offer the ability to customize the format in which the data should be displayed. These fields will vary depending on the field selected.

Format Options for Size Field
Size Column Formatting & Aggregations Applied
Date Field Options Applied

Filters

All fields offer the ability to apply the search operators to the selected column, in order to narrow down the report file results for even more precise reporting capabilities.

Classification Field – Filter Option
Classification Field Filter Contains Option
Classification Field with IP Address Policy Filter Applied

Saving Report With Field Column Changes

  1. After all changes have been made and the query report is displaying in a meaningful way, click on the Save As button to save the new report. If an existing report was ran before the columns were altered, the report can be overwritten and the next time the same report is ran, the new changes will be applied.
Save & Save As Buttons

2. Once the report has been saved with the new column changes, the next time it is ran the columns will be altered in the same state that the report was saved in.

Run Button
Query File Results

Importing Reports

In addition to creating custom reports, reports in JSON file format can also be imported into the system.

  1. Click on the Reports Tab, located in the top navigation menu.
Reports Tab

2. Click on the Import Reports button, located in the upper right-hand side. Once the button is clicked, the Import Reports pop-up box will appear.

Import Reports Button

3. Drag & Drop the JSON file into the Import Reports pop-up box or click on Browse for a file button and select the file from the local directory.

Import Reports Pop-up Box
Select JSON File for Upload

4. Once the file has been imported, the Import Reports pop-up box will update to offer an entry for the uploaded file with a checkbox located just to the left of the report’s name.

Import Reports Pop-up Box

5. Click on the checkbox to select the report, once selected the checkbox will display an orange background with a checkmark to indicate that it is selected. Once selected, click the Import button located in the bottom right-hand side of the Import Reports pop-up box.

Import Reports Pop-up Box – Select Reports for Import

6. Once the Import button is clicked, the system will upload the JSON file and display the new report automatically on the Reports Tab. The system will also display an alert message, located at the bottom left-hand side of the screen to indicate that the report has been imported successfully. From this point, the report can be deleted, edited or ran.

Report Imported Successfully
Imported Report’s Query File Results
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