How To: File Tab in Reports
We explored the main Dashboard tab in Reports in a previous post, and you’ll find that while the Dashboard tab is an amazing place to see the larger picture, you’ll want to visit the other tabs within Reports to dive deeper. In this post, we will look at the File tab within the Reports area.
Accessing the Files tab is easy. You click the File tab in the Reports area to see the page that you can see in Figure 1, below. To see a larger view of this screenshot, click on the figure below.
In the File tab, you choose some options or choose no options. If you choose some options, results are filtered in the File Report area that we explore at the end of this post. On the other hand, if you choose no options, then you see all results in the File Report area.
We will now explore all options on the File tab:
The topmost area lets you choose a start date and end date for the data you see in the File tab. By default, the time span chosen is the last 7 days. To change the Time frame, click the Change button to bring up a drop-down list containing time values to choose from, as shown in Figure 2, below.
Figure 2: Change Time in Reports File Tab
To learn more about these time dimensions, please look at our Understanding the QuickView Area page.
Below the Time area, you find three filters through which you can refine results shown in the File Report area.
These three filters are:
Created By: You select this drop-down list and start typing the name of the author who has created presentations. You can type a single character to show author names that contain the character you typed. Go on typing more characters, and you will be able to find the exact author you are looking for, as shown in Figure 3, below.
Figure 3: Filter by Created By in File Tab
Folder: In this drop-down list, you will see the folder structure of your Shufflrr account and can limit results in the File Report area to a particular folder, as shown in Figure 4, below. If you don’t make any choices in this dropdown list, your File Report area results will be sourced from all folders.
Figure 4: Filter by Folder in File Tab
File / slide: This option lets you navigate within the Shufflrr account’s folder structure, and locate a file. Then make sure you select a date range within the Time frame to a fairly long span. This is important because the selected file within the folder structure (see Figure 5) will only show up in the File Report area (see Figure 6) if the file was created or uploaded during the date range chosen.
Figure 5: Filter by Folder in File or Slide
Figure 6: Results from the File or Slide Filter
Look carefully at what you are seeing in Figure 6 because what you see is the culmination and result of making choices in all three filter drop-down lists. Of course, you need not make choices in all three drop-down lists all the time. To help you get focused results, you may want to know about some guidelines that will help you use them effectively:
- You can combine all three filters to narrow down the results in the File Report area. This is great if your initial results are too many, and you want to get more focused results.
- You can clear filters by clicking on the x sign towards the right side of the drop-down lists, as shown highlighted in red within Figure 7, below.
Figure 7: Clear Filter
Once you choose a date range, and select filters, you must press the large green Apply button towards the right side of the filter drop-down list to view the results in the File Report area. But did you know that there are more options available to view and download these results? To see these options, click on the downward pointing arrow next to the Apply button, and you will see a small flyout list with options to download results in CSV, XML, and JSON formats, as shown in Figure 8, below.
Figure 8: Download as CSV, XML, and JSON
There’s so much you can do in the File Report area and so many ways you can benefit from by viewing results based on parameters you have chosen so far (see the File Report area in Figure 1, shown previously on this page). A File Report provides comprehensive data for each file. You can see how and where each file was used.
You get to see the following details in the results table:
- File Name: Name of the file, along with the file extension.
- Folder: Folder location of the file.
- Created By: Creator or uploader of the file.
- Created Date: Date created or uploaded.
- Created in Shufflrr: A tick mark indicates that the file was created inside Shufflrr. If there’s no tick mark, that indicates the file was uploaded rather than created in Shufflrr.
- Size: File size.
- Download Count: Number of times the file was downloaded.
- View Count: Number of times the file was viewed.
- Like Count: Number of times the file was liked.
- Comment Count: Number of times the file was commented about.
- Share Count: Number of times the file was shared.
Additionally, each detail specified above functions as a header in the results table. You can click on any header to use that field to sort the results within the table.