How To Reporting: Shares Tab
To access the Shares module, you first access Reports, and then click on the Shares tab, as shown in Figure 1, below.
Figure 1: Shares in Reporting
This brings up the Shares Report along with several other options, as shown in Figure 2, below.
Figure 2: Shares Tab of Reports
This report interface has three significant areas, as marked in Figure 2, above.
The data you see in the Shares Report area is set by default for the last seven days. To change the date range, click the Change button in the Date area, as shown in Figure 3, below.
Figure 3: Change Dates in the Comments Tab
These date options are self-explanatory, but if you’d like more information on these values, go to our QuickView page.
The Filters area provides three drop-down lists that act as filters for the data results you see in the Report module. These three filters are User, File/Slide, and Access Type. Additionally, you also find two search boxes named Share Id and Share Link Id. Following is a brief explanation of these filters and search boxes.
User: You can filter the Shares report by users. Select this leftmost drop-down list and start typing the name of the user whom you want to track. If you are not sure about the name, start typing and the list will auto-populate. If this does not help, type in a vowel character such as a, e, i, o, or u to begin. Then just scroll down the populated list or go on typing more characters, and you will be able to find the exact user you are looking for, as shown in Figure 4, below. You can also leave the User window empty, and then you will see results for all users.
Figure 4: User Filter
File / slide: This option lets you navigate within Shufflrr’s folder structure, to locate a file, or even a specific slide within a file, as can be seen in Figure 5, below.
Figure 5: Shares Tab, Select File or Individual Slide
While you select a file or an individual slide, make sure you select the appropriate date range, as explained in the preceding section. Why? Because the selected file or slide within the folder structure (see Figure 5) will only show up in the Shares Report area (see Figure 10) if the file was created or uploaded during the date range chosen.
Access Type: This drop-down list provides three options: All, Download and View, as shown in Figure 6, below.
Figure 6: Shares Access Type
While the All option, enabled by default shows you both Download and View shares. the Download option filters results to shown only those Shares that have been provided with Download access. Similarly, the View option filters results to shown only those Shares that have been provided with View access.
Share Id and Share Link Id These are powerful search options, that let you find any results with these Ids (see Figure 7). While Share Id refers to the share as a whole, the ShareLinkId option refers to a specific email for a share (how we know if Bob visited the share instead of Dan).
Figure 7: Share Id and Share Link Id
Generally, these values should be invisible to the user, but they are filters on the Shares Report, so that the user within the current view can see the filtering, and how it’s been filtered.
Once you choose a date range, select filters, and add Ids to search, click the green Apply button towards the right side of the filter drop-down list, as shown in Figure 8, below.
Figure 8: Shares Report, Choose Filters
You may want to clear all filters before you click the Apply button. To clear filters, click on the x sign towards the right side of the drop-down lists, as shown highlighted in red within Figure 9, below.
Figure 9: Clear Filter
If you choose to see results within the browser window, they will populate below within the Shares Report area, as shown in Figure 10, below.
Figure 10: Shares Report
Look carefully at the Shares Report shown in Figure 10, and you will see that this report is the result of making choices (or not making any choices) in the Filter options. You can review the following details in the Shares Report, which we will explain below, column-wise from left to right, as shown in Figure 10:
- Shared With: Provides the email address of the person with whom the file or the slide has been shared.
- Created By: Name of the User who created the Share for the file or slide. You can click on the name of the user to access the User Report for this particular user.
- File Name: The file that has been shared. You can click on the name of the file to open the File Report for that file. But what if some file names appear with a strikethrough, as shown in Figure 11, below? The strikethrough indicates that the file has been deleted or it’s an earlier version that has since been updated.
Figure 11: Strikethrough in the File Name
- Accessed Date: The date when the Share was last accessed. Notice that this column allows you to sort all Comment dates in both ascending and descending order. To change the sort order, you can click the column header.
- Access Type: You can see if the Access type is set to Download or View.
- Accessed By: The IP address and name of the Host who accessed the share.
In addition to viewing the Shares Report in a browser, Shufflrr allows you to download the report in three formats: CSV, XML and JSON. CSV is the most popular because it opens in Excel and looks like an Excel report. It’s familiar. XML is versatile and allows for the ability to feed the report into a 3rd party corporate reporting system. And, JSON is the format for the actual web page that you see live in Shufflrr.
To choose any one of these options, click on the downward pointing arrow next to the Apply button, and you will see a small drop-down window where you can select your report to download in CSV, XML, or JSON formats, as shown in Figure 12, below.
Figure 12: Download as CSV, XML, and JSON