28.2 Monitoring Filr by Generating Reports

Most Novell Filr reports are created in CSV format, so that you can import them into a spreadsheet and easily manipulate the data to suit your needs. The default CSV file name is report.csv. If you create multiple reports without manually renaming them, the default file name is incremented (report-n.csv). The default location to save the report is /tmp.

28.2.1 Data Quota Exceeded Report

The Data Quota Exceeded report lists individual users who have exceeded the data quota. The report provides a spreadsheet with the following information for each user:

  • Data Quota Used (MB): Displays the amount of disk space the user is currently using.

  • Data Quota: Displays the user’s individual quota if one has been set.

    For information on how to set a quota for individual users, see Section 22.2.2, Setting User Data Quotas.

  • Max Group Quota (MB): Displays the largest data quota for any group that the user is a member of. Users are assigned the highest of all data quotas for any group for which they are a member.

  • Default Data Quota (MB): Displays the site-wide default quota.

    For information on how to set a default data quota, see Section 22.2.2, Setting User Data Quotas.

To generate the Data Quota Exceeded report:

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the host name or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon .

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select Data Quota Exceeded Report.

    Data Quota Exceeded Report

  5. Click Create Report to generate the report.

    The report is launched in a spreadsheet.

28.2.2 Data Quota Highwater Exceeded Report

The Data Quota Highwater Exceeded report lists individual users who have exceeded the data quota high-water mark. The report provides the following information for each user:

  • Data Quota Used (MB): Displays the amount of disk space the user is currently using.

  • Data Quota (MB): Displays the user’s individual quota if one has been set.

    For information on how to set a quota for individual users, see Section 22.2.2, Setting User Data Quotas.

  • Max Group Quota (MB): Displays the largest data quota for any group that the user is a member of. Users are assigned the highest of all data quotas for any group for which they are a member.

  • Default Data Quota (MB): Displays the site-wide default quota.

    For information on how to set a default data quota, see Section 22.2.2, Setting User Data Quotas.

To generate the Data Quota Highwater Exceeded report:

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the host name or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon Data Quota Exceeded Report.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select Data Quota Highwater Exceeded Report.

    Data Quota Highwater Exceeded Report

  5. Click Create Report to generate the report.

    The report is launched in a spreadsheet.

28.2.3 Disk Usage Report

The Disk Usage report lists the amount of disk space for workspaces on the Filr site by user, by workspace, or by both. In addition, you can restrict the reporting to only those workspaces that exceed a specified number of megabytes.

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the hostname or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon Data Quota Highwater Exceeded Report.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select Disk Usage Report.

    Disk Usage Report page

  5. Select the type of Disk Usage report that you want to generate:

    Total Usage by User: Lists all Filr users whose disk space usage is above the amount specified in the Usage Greater Than field.

    Total Usage by Workspace: Lists all workspaces where disk space usage is above the amount specified in the Usage Greater Than field. Disk space usage for each folder in each workspace is listed separately. The data is organized by workspace and folder ID.

    Total Usage by User and Workspace: Combines the user and workspace data into a single report.

    Usage Greater Than: Specify the number of megabytes above which you want to list disk space usage. This eliminates smaller disk space usages from the report.

  6. Click Create Report to generate the Disk Usage report.

  7. Select a text editor to view the report in, then click OK.

    For a short report, you might obtain the information you need by viewing the CSV file.

  8. (Optional) Save the CSV file with a meaningful name in a convenient location, then retrieve it into a spreadsheet program for further examination.

  9. Click Close when you are finished checking disk space usage.

28.2.4 Email Report

The Email Report lists mail messages that have been sent from and into the Filr site. It also lists email errors that have been encountered.

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the hostname or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon Disk Usage Report page.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select Email Report.

    E-Mail Report page

  5. Specify the date range for the Email report.

  6. Select whether you want a report on email that was sent from Filr or email errors that occurred.

    Because Filr cannot currently be configured to receive email messages, the option Received emails is not a valid option.

  7. Click Create Report.

    The report contains the following information:

    Send Date: Date when the email was sent.

    From Address: Address that the email was sent from. This is the email address that the user has defined in his or her user profile.

    To Address: Address that the email was sent to.

    Type: This is the action that caused the message to be sent. For example, sendMail indicates that an item was shared.

    Status: Status of the message, such as Sent or Received.

    Subject Line: Subject line of the message.

    Attached Files: File name of any attachments that were included in the email message.

    Errors: Any errors that are associated with the email message.

28.2.5 License Report

The License report lists information about your Filr license, as well as information about the number of users in your Filr site and how many of those users have accessed the site.

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the host name or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon E-Mail Report page.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select License Report.

    License Report page

  5. Specify the date range for the License report, then click Create Report.

    The License report lists the following information:

    • Filr version

    • License key type

    • Date the license key was issued

    • Date range when the license key is valid

    • Maximum number of logged-in users during the date range

    • Current active user count

    • List of dates in the date range with the following user license information:

      • Local Users: The user account was created within Filr, and is not being synchronized from an LDAP directory.

      • Users Synchronized from LDAP: The user account was created from an LDAP source. (Only synchronized accounts that are not marked as Deleted or Disabled are counted.)

      • Users Who Used Filr During the Previous 365 Days: Users who have logged in at least once in the past year.

    The Filr software does not limit the number of Filr users that you can create. However, sites where Filr licenses have been purchased and the Filr software installed are periodically audited against their purchased number of licenses.

  6. Click Close when you are finished reviewing the License report.

28.2.6 Login Report

The Login report lists the Filr users who have logged in to the Filr site during a specified period of time. In addition, it can include a dated list of every login by each user.

Logins are recorded only for the web application. Logins via the desktop application and mobile app are not recorded.

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the host name or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon License Report page.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select Login Report.

    Login Report page

  5. Specify the date range for the Login report.

  6. Leave the People field blank to list all user logins.

    or

    In the People field, start typing the first name of a Filr user, then in the drop-down list of names that match what you have typed, select a user whose logins you want to be reported. Repeat this process to include multiple users in the report.

  7. Select the type of Login report that you want to generate.

    Summarize Login Entries: Lists how many times the selected users have logged into the Filr site. In the Sort Report By drop-down list, select User, Last Login, or Number of Logins to organize the data.

    List All Login Entries: Lists each individual user login and includes the following data about the action:

    • User (first name, last name, and user ID)

    • Account type

    • Login date and time

    • IP address

    In the Sort report by drop-down list, select Login Date or User to organize the data in the way that is most helpful to you.

  8. Click Create Report to generate the Login report.

  9. Select a text editor to view the report in, then click OK.

    For a short report, you might obtain the information you need by viewing the CSV file.

  10. (Optional) Save the CSV file with a meaningful name in a convenient location, then retrieve it into a spreadsheet program for further examination.

28.2.7 User Access Report

The User Access report lists the locations on the Filr site where a specified user has access rights. In addition, you can view, and if necessary, change or remove the access rights for any location. This report is especially useful on Filr sites where Guest user access has been granted, as described in Section 10.1, Allowing External Users Access to Your Filr Site.

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the host name or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon Login Report page.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select User Access Report.

    User Access page

  5. Start typing the first name of a Filr user.

  6. In the drop-down list of names that match what you have typed, select the user whose site access you want to be reported.

    User Access report results

  7. (Conditional) The following steps are for informational purposes only. Novell recommends that you do not modify access controls in Filr as described below. Instead, use file system access controls.

    1. Click the name of a location to display the Configure Access Control page for that location.

      In this example, the Guest user has been granted Visitor access to Janet DeSoto’s personal workspace.

    2. Select or deselect access rights as needed.

    3. Click Save Changes, then click Close to return to the User Access Report page

    4. Rerun the report to view the results of your changes.

  8. (Conditional) If you want to save the user access information, select it and copy it into a text editor.

  9. Click Close when you are finished checking user access rights.

28.2.8 User Activity Report

The User Activity report lists how many times specified users have viewed, added, modified, or deleted content on the Filr site during a specified period of time. In addition, it can include the date and time of each action, along with the location of the action.

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the host name or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon User Access report results.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select User Activity Report.

    Activity by User page

  5. Specify the date range for the User Activity report.

  6. Leave the Select User field blank to list all user activity.

    or

    In the Select User field, start typing the first name of a Filr user.

    In the drop-down list of names that match what you have typed, select a user whose activity you want to be reported. Repeat this process to include additional users.

  7. Select the type of User Activity report that you want to generate.

    Activity Summary: Lists how many times the selected users have performed the following actions in the Filr site:

    • User

    • View

    • Adds

    • Edits

    • Renames

    • Deletes (purge)

    • Pre-Delete (delete but not purge)

    • Restores (restore a deleted item that has not been purged)

    • ACL changes

    • Add shares

    • Delete shares

    Workspace or Folder Activity: Lists each individual user action and includes the following data about the action:

    • User

    • Activity type

    • Count

    • Activity date and time

    • Folder

    • Entry title

    • Entry type

    • Share Recipient

    • Recipient Type

    • Share Role

  8. Click Create Report to generate the User Activity report.

  9. Select a text editor to view the report in, then click OK.

    For a short report, you might obtain the information you need by viewing the CSV file.

  10. (Optional) Save the CSV file with a meaningful name in a convenient location, then retrieve it into a spreadsheet program for further examination.

28.2.9 XSS Report

Cross-site scripting (XSS) is a client-side computer attack that is aimed at web applications. Because XSS attacks can pose a major security threat, Novell Filr contains a built-in security filter that protects against XSS vulnerabilities. For more general information about XSS, see Section 32.4.3, Securing the Filr Site against XSS.

The XSS report in Filr enables you to remove potentially harmful XSS threats from your Filr site.

  1. Log in to the Filr site as the Filr administrator.

    1. Launch a web browser.

    2. Specify one of the following URLs, depending on whether you are using a secure SSL connection:

      http://Filr_hostname:8080
https://Filr_hostname:8443

      Replace Filr_hostname with the host name or fully qualified domain name of the Filr server that you have set up in DNS.

      Depending on how you have configured your Filr system, you might not be required to enter the port number in the URL. If you are using NetIQ Access Manager, the Filr login screen is not used.

  2. Click the admin link in the upper-right corner of the page, then click the Administration Console icon Activity by User page.

  3. Under System, click Reports.

  4. In the Report to run drop-down list, select XSS Report.

  5. Select the directories (subdirectories are included) for which you want to generate the report, then click Create Report.

    IMPORTANT:Because XSS attacks often are designed to wait for users with extra privileges (such as the administrator) to view the page where the attack was set, it is important that you don’t navigate to the page after you run the report.

    For information about how to run the XSS report and safely remove XSS threats, see TID 7007381: Running the XSS Report in Novell Filr in the Novell Support Knowledgebase.