Reports

Info Center > Reporting > Reports

Kaseya® Virtual System Administrator™ provides comprehensive reporting for all applications. Reports can be customized, using report parameters, and filtered by organization, machine group, machine ID or view definition. You can output reports to PDF, HTML, or Excel document and brand reports with your own logo. Reports can be scheduled to run automatically and on a recurring basis. They can be private or shared, distributed to the Inbox of VSA users or to email recipients. An optional "requires approval" step is provided, just prior to distribution. Reports can also be bundled into Report Sets, enabling you to schedule a standard batch of reports. Your own Scheduled Reports list shows you every report you have access to, so you can always locate any pending report you've created and schedule or any report you've received.

Report Definitions

A published report is based on a report definition. Report definitions contain all the settings that determine the content, layout and file format of the report.

Folder Trees

Report definitions are organized using two folder trees in the middle pane, underneath Private and Shared cabinets. Use the following options to manage objects in these folder trees:

Always Available

• Folder Properties - Display the name, description, and owner of a folder, and your access rights to the a folder.
• (Apply Filter) - Enter text in the filter edit box, then click the funnel icon to apply filtering to the folder trees. Filtering is case-insensitive. Match occurs if filter text is found anywhere in the folder trees.

When a Folder is Selected

• Share Folder - Shares a folder with user roles and individual users. Applies to shared cabinet folders only.

  Note: See guidelines for share rights to objects within folder trees in the Folder Rights topic.

• New Folder - Creates a new folder underneath the selected cabinet or folder.
• Delete Folder - Deletes a selected folder.
• Rename Folder - Renames a selected folder.
• New Report - Opens the report editor to create a new report definition in the selected folder of the folder tree.
• Take Ownership - Takes ownership of a folder you do not own. This option only displays for master role users.

When a Report Definition is Selected

• Edit Report - Edits the selected report definition.
• Delete Report - Deletes the selected report definition.
• Copy Report - Copies the selected report definition.
• Run Report - Publishes the selected report definition immediately.
• Schedule Report - Schedules publishing of the selected report definition.

Report Templates

The first step to creating a report definition is to select a report template to base your new report definition on. Click New Report.

Report templates determine the basic content of the report and provide default settings for most of the options available in a report definition. Report templates are classified by report template category. For example, the report template category Audit offers the following kinds of report templates:

• Aggregate Table
• Disk Utilization
• Inventory
• Machine Changes
• Machine Summary
• Network Statistics

Select a category and template, then click Create.

Creating a New Report or Editing an Existing Report

The following tabs are available in both new report definitions and existing report definitions. You can set options in any of the following tabs. These become the default settings you see when a report definition is run or scheduled.

• General - Sets the report name, report output, and message used to notify users when the report is run.
  • Check the Suppress Header/Footer checkbox to suppress adding headers and footers to reports. Reports are generated with page headers and footers by default.
  • Check the Report Needs Approval Before Distribution checkbox to require a published report be approved before distribution to recipients.
  • Output to PDF, HTML or Excel. Excel spreadsheet output cannot exceed 65536 rows of data.
• Report Parameters - Sets parameters that are specific to the report content. For example, a Disk Utilization report provides a parameter just for this type of report called Show Bar Chart with Percent of Disk Space Used.

Note: By default, VSA report headers display the image specified by the System > Site Customization > Site Header. Changing the value in the System > Configure > Change URL... > Logo field overrides this default, changing the URL for report headers only. Changing the URL in the Change URL... > Logo field does not affect the display of the Site Header image.

Running / Scheduling a Report

You can select a report definition, then click Run Report to publish the report immediately or click Schedule Report to schedule publication of the report in the future, once or on a recurring basis. You can set options in any of the following tabs. These options apply only to this specific run or scheduling of the report. The report definition remains unchanged.

• Schedule - This tab displays only when you click the Schedule Report button, not the Run Report button. Schedule the report to run once or periodically. Each type of recurrence—Once, Daily, Weekly, Monthly—displays additional options appropriate for that type of recurrence. Periodic scheduling includes setting start and end dates for the recurrence.
• Filters - Filter the selection of data included in the report by organization, machine group, machine ID or view. For some reports a department filter and service desk filter is available.

  Note: Filtering by organization or machine group is mandatory for most types or reports. You can publish reports across multiple organizations by selecting a View Definition.

• Distribution - Select recipients of the report. By default the person running or scheduling the report is selected as an Info Center > Inbox message recipient. Selected users can be sent an Inbox user message or an email. Visibility of users is limited by the scope you are using.
• General - Change the report output or message used to notify users when the report is run.

Managing Published Reports

Once publishing is started, select any report to see the following tabs in the right hand pane.

• Schedule - Each publication of a selected report is listed in this tab. The list includes both past and future publications of the selected report.
  • Click any column header drop-down arrow , then Columns to select which columns display in the table. Click the Sort Ascending or Sort Descending icons to sort the table by the selected column heading.
  • The Status column displays one of the following:
    • Pending
    • Completed and Approval Required - Click the icon to view the completed report, then approve or reject it.
    • Completed and Rejected - Click the icon to view the completed and rejected report. You can subsequently approve it.
    • Completed and Distributed - Click the icon to view the report.
    • Error - The report failed to publish.
  • The Recurrence, Last Ran and Next Run columns describe how often a report is published, when it last ran and when it will run next. The Recurrence Pattern and Ending On columns describe details of a recurring report. Additional columns identify the filter options selected for the report.
  • You can Refresh the entire Schedule tab to ensure the display of Schedule data is up to date.
  • You can select any publication row and Delete the row or Reschedule the row.

    Note: Visibility of rows in the schedule table is limited by the scope you are using. Your selected view definition has no effect. It does not matter whether you were designated a recipient of the report. Recipients can access the completed report in their Inbox.

• Parameters - Displays the filters and parameter settings for the selected report publication.

  Note: If you select a different report publication, you may see different values displayed on the Parameters and Output tabs.

• Output - Displays the output settings for the selected report publication.

Viewing Published Reports and Report Sets

Recipients of reports and report sets can view published reports in these locations:

• In the Schedule tab of Reports, Reports Sets, or Scheduled Reports, click the next to a Completed report or report set to display a dialog box that contains one or more hyperlinks to published reports.
• If published to a recipient's Info Center > Inbox, click links embedded in the Inbox message.
• If published to a recipient's email address, open the published reports as email attachments.

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