It is easy to build a report that will allow you to monitor who is exporting or printing data from your database, and also provide some of the information as to what they are exporting/printing. This is only possible if the Auditing Extension is enabled within the Licences and Modules of the Database, and the extension must be active on all your Users.

Why Should I make this Report?

• This will let you know if and when any data is being extracted from Workbooks.
• This will help you to monitor part of the workflow carried out by your Users.
• If your users are frequently having to export the same data, it may help to identify the need for a scheduled email.

How do I make this Report?

The steps below run through how to create this report.

Step 1: Create a Report based on Audit Records

As Export requests are stored within the Audit information, create your new report from Audit records. You can either create a new blank report or a pre-populated report.

All of the columns generated by the pre-populated report may not be applicable; the most necessary columns to add are:

1. User Name
2. Date
3. Action
4. Record Type

Step 2: Add a Criteria to isolate any Export attempts

Apply criteria to only show records where the Action contains ‘export’ or ‘print’;

You will now have a Report that shows you all of the Exports that have taken place within your database since the Auditing module was activated for the database and Users.

Step 3: Share this Report with those that will be using it.

By default, the report will only be shared with the System Admin Users. Use the padlock to share with any other users as appropriate.

How else could this Report be used?

This Report could be utilised in a Scheduled email to provide a notification, daily or otherwise, of any exports that have taken place within the given time period. To do this;

1. Add an additional criterion to the Report in which the Date is within the desired calendar range.
2. Create a new scheduled Report email using this Report making sure to send it to all of those that are in a position to monitor these exports.