Working With Reports

One of Response Manager’s main benefits is that it lets you easily track and quantify things such as how much mail you’re getting, how it breaks down by category, how quickly responses are being sent, and the performance of users. To accomplish this, Response Manager has a built-in Web-based reporting system.

Viewing Reports

To use reports, the emailtopia Response Manager Reports service must be running. See Starting and Stopping Response Manager Services.

All Response Manager reports are launched from the Reports page. To view the Reports page, use one of the following methods:

In the authentication dialog box that appears, enter your Response Manager user name and password. The user account specified must have privileges to view reports (see Creating and Modifying User Accounts).

The Reports index page appears.

Reports index page
Reports index page

To view the descriptions for all reports:

To run a report:

Reports can be printed using your Web browser’s Print function. Report data can also be exported to a tab-delimited text file that can then be opened in Excel and other programs.

To export report data:

Reports Access Privileges

Access to individual reports is determined by the user’s status as a system administrator, group mailbox administrator, or regular user.

These users… …have access to these reports
System administrators All reports.
Group mailbox administrators Reports in the User, Group Mailbox, and Administration groups.
Users (those who are neither system nor group mailbox administrators) Reports in the User and Group Mailbox groups.

System administrators have full access to all reports. All other users are restricted to reporting on the group mailboxes they belong to (for User and Group Mailbox reports) or the group mailboxes they administer (for Administration reports).

Custom reports that don’t appear in one of the standard groupings (User, Group Mailbox, Administration, or System) are by default visible to all reports users. Further, unless the custom report has been written to support access restrictions, they allow access to all group mailboxes.

Changing Access to Reports

System administrators may change the default privileges described above for each report. For example, you may make a System report available to all users, and you can make a User report available only to system administrators.

To edit reports access privileges:

  1. Log in to the Reports server as a system administrator and click Set Reports Access.

    Set Reports Access link
    Set Reports Access link

    The Reports Access page appears.

    Reports Access page
    Reports Access page
  2. Choose the desired access level for each report.

    Report access drop-down list
    Report access drop-down list

    To make a report available to all users, choose Users. Criteria options for the report will be limited to group mailboxes the user belongs to.

    To make a report available to only group mailbox administrators, choose GM Administrators. Criteria options for the report will be limited to group mailboxes the user administers.

    To make a report available to only system administrators, choose System Administrators.

How Reports Work

Response Manager Reports is an XML/XSL-based system that constructs SQL queries based on your parameters, retrieves the results, and presents them as a web page. For optimal performance and to simplify queries, most reports get their data from summary tables. Response Manager Server analyzes and summarizes the day’s activity every night at approximately 2 am, writing the result to the summary tables. When a report is run (after a quick incremental summarization to include up-to-the-moment data, if necessary) the report is constructed by means of a simple SQL stored procedure call. The stored procedure itself simply selects data from the appropriate summary tables based on your parameters.

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