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UB Web Management

Transforming UB’s digital communications through process and tools

Reports

Compile data about your pages, including annotations, page status, vanity URLs, tags and use of external resources.

On this page:

Report tool location on the Welcome page.

The Report Tool can be found on the Welcome page.

The Report Tool can be found on the Welcome page as you log into UBCMS. If you are already in UBCMS, click the cube logo at the top left of any admin page.

Create a Report

Creating a new report.

Creating a new report; e.g. 'test annotation report'.

  1. Click New Report.
  2. Enter a Title (cf. 'test annotation report' in the screen capture below).
  3. Choose from the available templates (e.g. 'Annotation Report').
  4. Click Create.
Setting the path for a report.

Setting the path for a report; e.g. /content/www/cmshelp'.

Your new report will be listed but needs further configuration. 

  1. From the list, right-click the title and select Open, or just double click its title.
  2. A new tab will open in your browser with the title of your report.
  3. Since you have not yet configured the report, the Configure dialog box will automatically open.
    • Root paths
      • Change the path(s) as needed to reach your site's pages. 
      • Multiple locations can be added.
      • Be sure to include your main pages and shared content if appropriate.
        e.g. "/content/www/cmshelp" for the Web Development website.
        e.g. "/content/shared/www/cmshelp" for the Web Development website's shared content.
    • Some reports have Additional options, which are noted below in Report Types.
    • Click OK.
  4. A preview of your report will automatically run and display.
Reports admin tool features.

Reports admin tool features.

Once a report is configured, the following options are available from the top of the report tool.  

Reload Report - Refresh the results.

Configure - Change the path(s) as needed to reach your site's pages. Some report types have additional options, which are noted below in Report Types.

Download CSV - Get a version suitable for use in Google docs or Excel (more on this below).

Import CSV Changes - The page report supports interactive changes with your UBCMS pages.

  • Please be very careful with this feature since the changes cannot be undone.

Save Changes - After making manual changes to the report, or using the Import CSV Changes feature, click to save them into the UBCMS. (Note, your initial changes will be in yellow highlight until they are saved.)

Be Careful Making Live Changes

Some reports allow changes to be made to UBCMS pages that cannot easily be undone.

Preview mode interferes with some report adjustments and is now switched off automatically when viewing reports.

Report Types

Annotation Report - List all 'sticky notes' that authors have placed on pages in author.  

  • For each annotation, the report will include its path and location on the UBCMS page of each annotation, as well as its text, color, and by whom and when it was last modified.
  • This report does NOT allow modification of the UBCMS pages.

Author Activity Report - Get a snapshot of how productive your authors have been.

  • MS, the report will display the total number of pages and those that have been modified and activated within the past six and twelve monthsFor a chosen path on the UBC.

DAM Report - List information about text and media files located in the Digital Asset Management area of the UBCMS.

  • The report will include filename, title, description, modification date, size, width, height, file type and any keywords.
  • This report allows modification of some of the fields for the displayed assets, manually within the report, or by using the Import CSV Changes feature; e.g. to change the listed title, description, and keywords.

External Resources Report - List details for your pages that rely on UBCMS content located outside of your site (website pages, shared content and DAM objects) as well as the modification and activation status for those related assets. If the object has been deleted, the status will state "does not exist." This does NOT list resources that are outside the UBCMS.

  • The report will include information about each external resource (path, status, modification and activation details) as well as the paths of your associated pages.
  • We use this tool heavily to prepare for launching new sites.
  • This report does NOT allow modification of the UBCMS pages.

Inbound Link Report - List UBCMS pages that have a link to a selected path or URL.  

  • Search path - Provide a relative path within the UBCMS.
  • Page/URL to find - Provide a relative path to a particular UBCMS page (/content/page.html) or an absolute URL to an external website (e.g. http://www.website.com).

Navigation Report - List navigation settings for your pages (Hide in Top Nav, Hide in Mobile, etc.).

  • The report will include the settings for each selected page (Title, Path, Top Nav, Left Nav, Mobile Menu, Lists, XML Sitemap, Sitemap Component, Child Pages in Top, Child Pages in Left) as assigned in each of their Page Properties Navigation Options.
  • This report does NOT allow modification of the UBCMS pages.

Outbound Like Report - List everything a UBCMS site or page links, including other UBCMS pages, downloads, images, lists as well as external links.

  • Root paths - Click 'Add Item (+)' to add one or more specific pages to search. 
  • Traverse child pages - Select to include links for the child pages of the above path(s).

Page Report - List the status of your pages, including modification and stewardship details (if set).

  • For each page within the specified path, the report will include the title, path, status, modification and activation details. The report will also note stewardship details, including the maintainer's userid and expiration date, as well as review frequency, subject matter expert, and any notes that have been applied in each page's Page Properties Stewardship Tab. Finally the report will also note any On/Off Times, Featured Times and Scheduled Activation Times.
  • Additional options:
    • Filter by owner - Only show pages marked with this maintainer. Enter their UBITName.
      • (as entered in each page's Page Properties)
    • Filter by expiration - Only show pages expiring before the specified date and time.
      • (as entered in each page's Page Properties)
  • This report allows modification of the displayed UBCMS pages, manually within the report, or by using the Import CSV Changes feature; e.g. to change the listed page maintainer or expiration date.

Profile Report - List school and department information about faculty profiles [pilot sites only]. 

  • Shows data related to content in /content/authoritative/profiles.
  • In the report, a page Title can be modified, but nothing else.
  • Profiles are made up of two parts:
    • Profile page
      • all information about the faculty/staff member (contact info, schools and departments they belong to, etc.)
      • lives in school or department shared content area (school/department based on preference of owners)
    • Master profile page
      • Lives in /content/authoritative/profiles only
      • Tagged for searching
      • Points to a profile page
  • The report pulls these master pages and shows what profiles they point to (actual profile can live anywhere).
  • It also pulls data from the profile it targets, including the school and department information that the profile belongs to (currently just primary).
  • In the report, 'Bad Profile Target' means a bad reference path in the master profile in Authoritative Content.

Profile Report - For Pilot Sites Only

This report is for Faculty Profiles, a new feature that is still in development.  

Tag Report - List details for any of your pages that are tagged. This does NOT list related assets that are pulled ONTO your pages through lists.

  • Many sites tag their shared content and not their actual Web pages. In that case, remember to set the path to your shared content folder(s).
  • The report will include each UBCMS page by title and path, as well as the associated tag ID(s) and title(s).
  • Additional options:
    • Arrange tags
      • Multiple rows per page - one tag per row
      • One row per page - consolidate each page's tags into a comma-separate string
        • Show: choose from Tag ID or Tag Title
    • Include pages with no tags? (optional)
  • This report does NOT allow modification of the UBCMS pages.

User Report - List UBCMS users and authorizations [admins only]

Vanity URL Report - List details for any of your pages that use URL redirects.

  • The report will include each Vanity URL and the UBCMS page to which it is associated.
    (NB. This report will not show redirects set up on the main server or redirect pages.)
  • Additional options:
    • Arrange Vanity Path
      • Multiple rows per page - one vanity path per row (Read Only)
      • One row per vanity path - consolidate one page's vanity urls into one row (Writable)
  • This report does NOT allow modification of the UBCMS pages.
Sample report showing the 'Summary' type.

Sample report (Summary).

Sample report showing the 'Detail' type.

Sample report (Detail).

Sample report showing the 'Detail (with summary)' type.

Sample report (Detail with summary).

Workflow Report - List details of any of your pages that are associated with workflows.

  • Workflows are by site. You must be a member of a site's workflow groups to see them.
  • Initially, specify 
    • Start date - Specify a limit (optional).
    • End date - Specify a limit (optional).
    • Model - Choose from:
      • All Models [default]
      • Schedule Page / Asset Activatation
      • Schedule Page / Asset Deactivation
    • Status - Choose from:
      • All statuses [default]
      • Completed - Workflow process was used and completed.
      • Running - Workflow was initiated but not completed.
      • Aborted - Workflow was initiated but terminated manually ('terminate' was clicked in Inbox) or due to a system error that terminated the Workflow mid way (e.g. when 'activate' is clicked in the Sidekick).
      • Stale - Workflow was initiated but 'hung' mid way due to a system error.
    • Report type - Choose from:
      • Summary [default] - A summary about the workflow itself (number of assets processed, their date range, and their average/min/max processing time).
      • Details - Basic information about each page/asset that was associated with a workflow (comments, duration, start/end dates, status, and model).
      • Detail (with summary) - Basic information about each page/asset that was associated with a workflow, plus a summary about the workflow itself.
  • This report does NOT allow modification of the UBCMS pages.

Be Careful Making Live Changes

Some reports allow changes to be made to UBCMS pages. These changes cannot easily be undone.

Restrictions

  1. Reports only display what you personally can view in the UBCMS.
  2. Reports CAN see content on secure pages, since thos epages are not actually restricted in the author environment.

Advanced Use - Edit a Report Manually

Currently, only the Page Report offers this option, for the Title, Maintainer and Expiration fields.

Making a manual edit of a report.

Making a manual edit of a report. The modified field is highlighted in yellow.

  • Certain reports have editable fields -- note the absence of a padlock icon in the report's column headings.
  • You can type directly into these fields, plus copy and paste to and from Excel and other programs should work pretty well. You can even copy and paste a column to a text editor with fancy search+replace capabilities, then copy and paste the modified details back into the report. Note that you must work within the editable columns, so pasting multiple columns is tricky.
  • Modifications are show in a 'preview mode' (changed cells turn yellow) and nothing permanent happens until you click Save.
  • The UBCMS will warn you if you are abandoning unsaved changes.
  • There is no undo function so if you will be making lots of changes, we suggest you first download a CSV copy.

Advanced Use - Make Bulk Changes

Currently, only the Page Report offers this option, for the Title, Maintainer and Expiration fields.

(Expiration dates must be coded as yy-mm-dd.)

Making a bulk edit of a report.

Bulk edit of a report. After import, modified fields are highlighted yellow.

  • Certain reports have editable fields -- note the absence of a padlock icon in the report's column headings.
  • Bulk changes can be made to all of the editable parts of a report by uploading a modified CSV file.
    1. Click Download CSV to save a local copy of the report.
    2. (We suggest saving a backup copy.)
    3. Open the file in an appropriate program; e.g. Excel.
    4. Make changes to the columns that can be edited. (Other changes will be ignored.)
      • For the Expiration field, the date must be in the format yyyy-mm-dd (use Excel's Custom format).
    5. Click Import CSV Changes to upload your revised file and introduce your changes into the original report.
    6. Preview your changes (highlighted in yellow).
    7. Click Save Changes to commit your changes to the corresponding UBCMS pages.
    8. The UBCMS will warn you if you are abandoning unsaved changes.
  • Modifications are shown in a 'preview mode' (changed cells turn yellow). Nothing permanent happens until you click Save.
  • Saved changes cannot be undone, but if you saved a copy of the original downloaded CSV file, you can import that back in to reset your changes.

Advanced Use - Export a Live Report

Right click on the Download CSV button and choose Copy Link to get your URL.

  • This link will always run this report as configured, but with updated results.
  • The link will run the report without asking for your username/password (that’s why it is long and random).
  • You can give it to someone else to download without your password.
  • You can set up a Google Doc so that the data is refreshed every time you view it.
    • Create a new sheet, or a new tab on a sheet.
    • Type this into a cell: =IMPORTDATA(“URL”). Quotation marks are required. Replace URL with your link
      e.g. =IMPORTDATA("https://ubcms-author.buffalo.edu/bin/reportrunner.view/abc123.csv")
    • Your Google doc should say 'Loading…' and then display the data.
    • You can adjust formatting (headers, dates, etc.) and add formulas in other columns and other tabs.
    • These changes will NOT be reflected in the original report -- see the Make Bulk Changes procedure.
  • Excel has similar functionality although the steps are different: more details | video.

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