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Documentation & User Guides | FotoWare

Running basic system usage reports


This topic deals with the Standard reports in FotoWeb - Royalties, Sales, Searches and Uploads.

Accessing the Reports module

To access the Reports module, open the Operations Center and choose the FotoWeb site you want to configure. To the far right among the tabs you will find the Reports one. Clicking on it will bring up the reports screen where you can customize, schedule and run system usage reports.


About the standard reports

FotoWeb comes with four standard reports called Royalties, Sales, Searches and Uploads. These are listed at the top of the Reports screen. Clicking on either one of them brings up a windows with the report history and lets you download any of the previously run reports.

  • The Royalties report helps you see which files are used in your workflow and where they originate. Hence, it can be very useful in paying your content sources based on usage.
  • The Sales report gives you specific information about which files your users download or use in a workflow, and can be used for charging your users for the files they request. It also tells you which of your content providers are most sought after measured by the number of downloads.
  • Searches monitors search activity and provides statistics on the most popular searches and, not least, the most popular searches that did not return any hits. This could be an aid in tagging your files differently to provide better, more accurate results.
  • The Uploads report helps you see which archives users upload most files to and which users are most actively contributing to your archives.
Note: Standard reports cannot be scheduled, and they only output data in HTML format. Thus, if you need to create reports from which you can export data to e.g. an accounting system, you will need to create a custom report (see associated topic).

Running a standard report


To run the standard reports, click on the title header to open a separate window with information about the report. Then, choose a group to include in the report and the time span to use as the basis for the report. Choosing All will include all events since logging was started, but typically you would want to use Last Month, Last week or another alternative that generates a smaller report.

All the reports that have been run previously are kept in the list so that you can open them up and compare the statistics of the newest report with the older ones, for example.

As mentioned above the standard reports cannot be scheduled and will only generate output in HTML format. If you would like to create a report with the same content as the standard reports but that has data that can be exported, you will have to design a custom report with the same content.

System events used in standard reports

The Source, Byline and Object Name fields are used in the standard reports. Hence, logging of these fields is enabled by default. While it is technically possible to disable logging of these fields, we strongly advise against it since doing so will render the standard reports useless.

Tip: You can choose events and metadata fields to include and to allow the creation of more complex custom reports.

What about custom reports?

In addition to the standard reports, you can create your own custom reports and filter the data as you prefer. The data from these reports can be output in CSV, XML and HTML format. The CSV and XML ones are particularly useful if you need to export the data to an external system, for instance for invoicing purposes.

Read more about designing and scheduling your own custom reports.

When a report has been made, you can schedule it to run at a given date and time by clicking on the calendar symbol in the list, or you can run the report immediately by clicking on the Run button. As you will see in the screenshot at the very top of this topic, the calendar symbol for the Logins Last Week report is red to indicate that a schedule has been set for that report. Gray calendar icons mean that no schedule is active for that report.

To run a custom report on demand, click on the green Run icon. This will trigger the execution of the report immediately.

By clicking on the Last run date you open the most recent report in HTML format in the browser.

To edit the content of a report, click on the Edit icon to the far left in the Custom reports list.

Report history

The Report history area to the right keeps a log of when the currently selected custom report in the left panel were last run and the time it took to run. It also has download links for the report data in .csv, .xml and .htm formats to make it possible to export the data to an accounting system, for example.

To see the report history of the standard reports, click on either standard report to open a separate dialog with that report's entire history.

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