Reports Dashboard¶
User Guide¶
Generate and export reports about your archive's collections, users, activity, and compliance.
Overview¶
┌─────────────────────────────────────────────────────────────┐
│ REPORTS DASHBOARD │
├─────────────────────────────────────────────────────────────┤
│ │
│ 📊 Collection 📈 Activity 👥 Users │
│ Reports Reports Reports │
│ │ │ │ │
│ ▼ ▼ ▼ │
│ Holdings Usage Stats Access Logs │
│ Statistics Popular Items Permissions │
│ Formats Downloads Registrations │
│ │
└─────────────────────────────────────────────────────────────┘
How to Access¶
Main Menu
│
▼
Admin
│
▼
Reports ──────────────────────────────────────────────────┐
│ │
├──▶ Collection Reports (holdings, formats, gaps) │
├──▶ Activity Reports (usage, downloads, views) │
├──▶ User Reports (access, permissions) │
├──▶ Compliance Reports (POPIA, audits, retention) │
└──▶ Custom Reports (build your own) │
Collection Reports¶
Available Reports¶
┌─────────────────────────────────────────────────────────────┐
│ COLLECTION REPORTS │
├─────────────────────────────────────────────────────────────┤
│ │
│ 📦 Holdings Summary │
│ Total records by level (fonds, series, items) │
│ │
│ 📁 Repository Statistics │
│ Records per repository/department │
│ │
│ 📅 Date Coverage │
│ Time periods covered in collection │
│ │
│ 🏷️ Subject Analysis │
│ Most common subjects and access points │
│ │
│ 💾 Digital Objects │
│ File formats, sizes, storage used │
│ │
│ 📋 Completeness │
│ Records missing required fields │
│ │
└─────────────────────────────────────────────────────────────┘
Running a Collection Report¶
- Select the report type
- Choose filters (repository, date range, level)
- Click Generate Report
- View on screen or export
Activity Reports¶
Available Reports¶
┌─────────────────────────────────────────────────────────────┐
│ ACTIVITY REPORTS │
├─────────────────────────────────────────────────────────────┤
│ │
│ 👁️ Most Viewed Records │
│ Popular items in your collection │
│ │
│ 📥 Download Statistics │
│ Files downloaded, by type and user │
│ │
│ 🔍 Search Analysis │
│ What users are searching for │
│ │
│ 📈 Usage Trends │
│ Activity over time (daily, weekly, monthly) │
│ │
│ 🌍 Geographic Access │
│ Where your users are located │
│ │
└─────────────────────────────────────────────────────────────┘
User Reports¶
Available Reports¶
┌─────────────────────────────────────────────────────────────┐
│ USER REPORTS │
├─────────────────────────────────────────────────────────────┤
│ │
│ 👥 User List │
│ All registered users and roles │
│ │
│ 🔐 Permission Summary │
│ Who can access what │
│ │
│ 📝 Registration Report │
│ New user sign-ups over time │
│ │
│ 🕐 Login Activity │
│ User sessions and last access │
│ │
│ 📊 User Contributions │
│ Records created/edited per user │
│ │
└─────────────────────────────────────────────────────────────┘
Compliance Reports¶
Available Reports¶
┌─────────────────────────────────────────────────────────────┐
│ COMPLIANCE REPORTS │
├─────────────────────────────────────────────────────────────┤
│ │
│ 🔒 Access Restrictions │
│ Embargoed and restricted records │
│ │
│ 📋 Retention Schedule │
│ Records approaching retention dates │
│ │
│ 🛡️ Privacy (POPIA/GDPR) │
│ Personal data processing activities │
│ │
│ 📜 Audit Trail │
│ System changes for compliance audits │
│ │
│ 🏛️ Heritage Accounting (GRAP 103) │
│ Asset valuations and movements │
│ │
└─────────────────────────────────────────────────────────────┘
Generating Reports¶
Step 1: Select Report Type¶
Choose from the categories above.
Step 2: Set Parameters¶
┌─────────────────────────────────────────────────────────────┐
│ REPORT PARAMETERS │
├─────────────────────────────────────────────────────────────┤
│ │
│ Date Range: [From: 01/01/2025] [To: 31/12/2025] │
│ │
│ Repository: [All Repositories ▼] │
│ │
│ Level: [All Levels ▼] │
│ │
│ Include: [✓] Published records │
│ [✓] Draft records │
│ [ ] Deleted records │
│ │
│ [Generate Report] │
└─────────────────────────────────────────────────────────────┘
Step 3: View Results¶
Results appear on screen in a table format.
Step 4: Export (Optional)¶
┌─────────────────────────────────────────────────────────────┐
│ EXPORT OPTIONS │
├─────────────────────────────────────────────────────────────┤
│ │
│ [📄 CSV] - For spreadsheets (Excel, Google Sheets) │
│ [📑 PDF] - For printing and sharing │
│ [📊 Excel] - Formatted spreadsheet with charts │
│ [🔗 JSON] - For technical/API integration │
│ │
└─────────────────────────────────────────────────────────────┘
PDF Export¶
PDF export creates professional, printable reports:
- TCPDF Support: If TCPDF is installed, generates native PDF with:
- Proper headers and footers
- Auto-sized table columns
- Report title and date
-
UTF-8 character support
-
HTML Fallback: If TCPDF is not available:
- Print-optimized HTML page opens
- Use browser Print → Save as PDF
- Bootstrap-compatible formatting
- Proper page break handling
Scheduling Reports¶
Set up automatic report generation:
┌─────────────────────────────────────────────────────────────┐
│ SCHEDULE REPORT │
├─────────────────────────────────────────────────────────────┤
│ │
│ Report: Holdings Summary │
│ │
│ Frequency: [Monthly ▼] │
│ • Daily │
│ • Weekly │
│ • Monthly │
│ • Quarterly │
│ │
│ Email to: [admin@archive.org ] │
│ │
│ Format: [PDF ▼] │
│ │
│ [Cancel] [Schedule] │
└─────────────────────────────────────────────────────────────┘
Tips¶
┌────────────────────────────────┬────────────────────────────┐
│ ✓ DO │ ✗ DON'T │
├────────────────────────────────┼────────────────────────────┤
│ Use date filters │ Run reports on all time │
│ Export large reports │ View thousands on screen │
│ Schedule regular reports │ Forget to check stats │
│ Compare periods │ Look at single snapshots │
│ Share with stakeholders │ Keep insights to yourself │
└────────────────────────────────┴────────────────────────────┘
Troubleshooting¶
Problem Solution
───────────────────────────────────────────────────────────
Report takes too long → Narrow date range
Add more filters
Try during quiet hours
Export fails → Try smaller date range
Try different format
No data showing → Check filters aren't too narrow
Verify you have permission
Charts not displaying → Refresh the page
Try a different browser
Optional Features¶
Some menu items only appear when the corresponding plugins are enabled. If you don't see a feature listed below, ask your administrator to enable the plugin.
| Feature | Requires Plugin |
|---|---|
| Collections Management Dashboard | ahgSpectrumPlugin |
| GRAP 103 Dashboard | ahgSpectrumPlugin |
Need Help?¶
Contact your system administrator if you experience issues.
Part of the AtoM AHG Framework Last Updated: February 2026