› About the advanced functions › Activity Tracking Report tool

Activity Tracking Report tool

The Activity Tracking report tool provides quick and easy access to the tracked activity in the form of a UI instead of writing to a flat file. If the Activity Tracking report is configured in the Services tab and enabled for a device, all the scan job activity information is recorded into the database and is presented with a user interface with all the information.

When the Activity Tracking function is enabled for a device, the Manager generates a log file. This file is in XML format and enables easy processing with many of the available tools.

If you want to use Activity Tracking in a Folder and Email Watching scenario with Additional Fields enabled, you must ensure that none of these fields allow user modification.

Configure the Activity Logging function

  1. In the console tree, select Devices > <device name/IP address>.
  2. Select Activity Tracking in the Services tab and then click Enabled.
  3. Specify the settings and click Save.

From Administration Console, click the Tools section under Advanced, to open the Activity Tracking report tool. The Activity Tracking dialog appears.

Activity Tracking operation

The scan job activity is written to the database after the Connector sends the final document to its destination successfully. By the time the Redirect form is displayed, the transaction is being written to the database in the background. In case of an error sending the document using the Connector, the activity is not written to the database, since the Redirect form is not displayed. This means that only successful transactions and activity are being recorded.

When a Connector profile has Background processing enabled, the final document creation and processing is performed in the background (Error message or Redirect form status is not available).

In this case, the following scenario can happen:

  • If the final document is created successfully, but could not be sent out to its destination using the Connector, the activity is logged into the database with an error message returned by the Connector along with all the additional information about the scan job.
  • If the final document creation failed, then the activity is logged into the database with an error message returned by the Manager along with all the additional information about the scan job.
  • If the final document was created successfully and sent to its destination using the Connector, the activity is logged into the database with a Success message along with all the additional information about the scan job.

A part of the Activity Report has the data filled in by the Connector at runtime. It is the Connectors' responsibility to fill this information using the Publishing Interface.

Activity Tracking settings

The Activity Tracking Report tool allows you to view the basic columns or extend the grid by right-clicking and selecting columns, such as File size, Document type, Total documents, and so on. Clicking an individual row displays additional information about the Scan Job in the bottom panel.

Settings

Description

Select Manager

By default, this tool displays the activity for all the devices (which have the service enabled) connected to the selected Manager. Clicking it displays a list of Managers. Use this function to see the activity of devices configured for different Managers. This window does not list all the devices for every Manager. It is assumed that you know which device or devices are configured with which Manager.

Filter by

This is a filter based on a Device, Connector, Date Time, or the authenticated user (choose the filters appropriately). The filter works as an “and” condition and displays only those rows based on the condition selected.

Once the filter settings are set, every further request uses those settings, until a new set of filters is created, replacing the old ones. Thus, only a single set of filter criteria can be active at any given time.

The Select one or more filters dialog appears. Enter the following values:

  • Date Time: Presents locale-specific date and time of the job successfully sent. An icon (attachment) is visible in front of the Date Time field if Document Tracking is enabled. Date and time are presented in MM/dd/yyyy and AM/PM formats.
  • Device information: Device name and Device IP address of the device from where the job is performed.
  • Authenticated user: Session Logon username or the username published by the Connector.

    The username published by the Connector supersedes the Session logon username.

  • Connectors: You can filter by the connectors used for this job.
  • Status: You can filter by All, Success, and Failure.
  • Apply: You can apply the settings.

Export

Exports the filtered list to an XML, CSV or HTML file.

The export process uses the currently set filters when creating the file.

Activity Tracking data can be exported automatically on a daily basis. If configured, this automatic export starts on 10:50 PM every day by default.

To enable automatic export, the following Advanced settings must be configured:

  • ActivityTrackingMaintenanceEnabled: Set its value to 'true' to enable automatic export of Activity Tracking data on a daily basis.

  • ActivityTrackingMaintenance_ExportFolder: The folder path for exporting the Activity Tracking data.

    The user who runs the ShareScan Agent windows service must have proper permissions to this folder to create the file with the exported Activity Tracking data.

  • ActivityTrackingMaintenance_ExportFormats: The comma-separated list of the file formats for Activity Tracking data export.

    Valid values: csv, html, xml.

  • ActivityTrackingMaintenance_DeleteRecordsAfterExport: Set its value to 'true' to delete the exported Activity Tracking data from the database after a successful automatic export.

  • ActivityTrackingMaintenance_ActivityTrackingXSLTPath: The path of the xslt file for Activity Tracking data export into html format.

Refresh icon

Fetches the new transactions and scan job activity from the database.

Purge

Purges the currently filtered Activity Tracking data from the database.

Dialog Pin/UnPin

Clicking the Pin button makes the window a TopMost window. Unpinning it removes it from being a TopMost window.

Date Time

Date and time of the job successfully sent.

Device name

Device name and device IP address of the device from where the job is performed.

Authenticated user

Session logon username or the username published by the Connector.

Connector Label

Name of the Connector used for this job. Profile name and the button text (also known as display name) is displayed in the details panel when the row is clicked.

Total Scans

Total number of pages scanned before any processing, page removal, and so on is applied, including deleted pages.

Destination

Filled in by the Connector in use.

Example: If using Exchange connector, the recipients list will be displayed. If using a Fax Connector, either the recipients or the Fax numbers is displayed.

Status

For a successful job, this column has Success as the value. If the profile in use has Background Processing enabled, this field will contain either the success or the failure message. For a Failure value, a detailed message is available.

Display area

Provides information on Activity Tracking entry settings.

Items per pages

Use this control to regulate how many records are displayed per page in the search results. You can use the arrow icons at the bottom of the table to navigate between the result pages, or you can enter the page number in the Page field to directly jump to a specific page.

Additional columns

To view additional fields in the columns, right-click in the list view control to bring up a menu and either select each individual column or click Select all:

  • Document type: The following formats are supported: TIFF, PDF, and JPEG.
  • File size: Size of the final document in kB. If multiple documents are generated due to batching, the size is the total size of all the documents combined.
  • Total documents: Total number of documents generated for the job.
  • Total pages: Page count of the output document.
  • Document encryption: Indicates whether the document created is encrypted or not (Yes/No).
  • Searchable text: Indicates whether searchable text is performed or not (Yes/No).
  • Blank Page removal: Indicates whether blank page removal is enabled or not (Yes/No).
  • Splitting: Indicates whether splitting is enabled or not (Yes/No).
  • Bates/Endorsement: Indicates whether Bates/Endorsement is enabled or not (Yes/No).
  • Select all: You can select all fields at once.
  • Copy: Copies report item details to the clipboard (Ctrl+C).

Any column can be sorted in an ascending or descending order by clicking the column header. Rearranging of the columns is not provided. Only Adding and Removing the extended columns is supported.

If Document tracking is enabled for any of the Connector Profiles, an icon is added to the first column of the row for that scan job, indicating that the document has been tracked. Hovering over the attachment icon displays the name and location of the tracked document.

Double-clicking the attachment prompts the Administration Console to open the document (with the default PDF viewer on the computer) if it has access to the Document tracked location. If the location cannot be accessed, an appropriate message indicating the error is displayed.

Final documents have the name of the final document or documents sent out by the Connector. If multiple documents were created with the same name, and the tracked copy already exists with the same name in the Document Tracking folder, the timestamp is appended to the file name to provide a unique name for the tracked copy.

If the Connector renames the file the Manager passed to it, it is the Connector’s responsibility to publish that information to the Manager for tracking purposes. If the Connector does not publish the renamed files, the filename or filenames generated by the Manager are displayed.

Activity Tracking Sync Tool

Activity Tracking Sync Tool (ShareScan.Server.ActivityTrackingSyncTool.exe) is a command line utility to sync the Activity Tracking Report data between databases belonging to an earlier and this ShareScan version. By default, it is located in the %programfiles%\Tungsten\ShareScan6.7\Server\Tools\ActivityTrackingSyncTool folder.

Since, in a multi-manager environment, if the database belonging to this ShareScan version is copied, and the connecting Managers / ScanStations are upgraded one-by-one (while all of them are operational, except the one upgraded) the Activity Tracking Report data is not in sync after the upgrade.

Settings

There are six required parameters:

ShareScan.Server.ActivityTrackingSyncTool oldDataSource newDataSource oldInitialCatalog newInitialCatalog [oldIntegratedSecurity or (oldUserId and oldPassword)] [newIntegratedSecurity or (newUserId and newPassword)]

There are four optional parameters: ShareScan.Server.ActivityTrackingSyncTool oldConnectTimeout newConnectTimeout oldCommandTimeout newCommandTimeout

  • old: refers to source database
  • new: refers to destination database

Full examples:

ShareScan.Server.ActivityTrackingSyncTool.exe oldDataSource='.' newDataSource='.' oldInitialCatalog='Test1' newInitialCatalog='Test2' oldUserId='User1' newUserId='User2' oldPassword='password1' newPassword='password2' oldConnectTimeout='120' newConnectTimeout='120' oldCommandTimeout='120' newCommandTimeout ='120'

or

ShareScan.Server.ActivityTrackingSyncTool.exe oldDataSource='.' newDataSource='.' oldInitialCatalog='Test1' newInitialCatalog='Test2' oldIntegratedSecurity='true' newIntegratedSecurity='true' oldConnectTimeout='120' newConnectTimeout='120' oldCommandTimeout='120' newCommandTimeout ='120'

Parameter definition format:

<parameter name>=<parameter value>

If the value contains spaces:

<parameter name>='<parameter value>'