Reports and Data Exports

Overview of Data Exports and Report Charts

The new Reports experience empowers users in the enterprise and business tiers of service to build, save, and manage their own custom reports and data exports in a personalized view.

Reports are templates that return one or more graphs with a summary of the agreement data as defined by the user. The number and type of reports available to the user are dictated by the user's authority level in the system and the permission scope applied to their userID.

Data exports provide a method for users to extract specific field data from the agreements within their authority scope. Users can apply filters to focus the returned data set by user, group, workflow, or agreement name.

Within the set of agreements filtered, the user can define the individual fields to be exported into a CSV file, decluttering the export from any transactional data they don't need.

Example data export

Report types include:

  • Agreements (All users) - Agreement reports return the metrics for agreement activity, such as completion rates,  time to complete, workflow usage, volume trends, and sender/group trends. There are eleven Agreement charts.
  • Transaction consumption (All users) - Returns the transaction volume through the system by user, group, workflow, or overall volume trend. There are four Transaction Consumption charts.
  • Users (In development) - User reports focus on the user metrics such as users/groups created, user/group growth trends, and user activity. There are six planned User charts.
  • Settings Activity Audit (Admins only) - Administrators have access to run a special report that returns the settings level activity for their users, group, or the whole of the account, depending on the authority level of the administrator.
Примітка.

The Users report type is included in this documentation for awareness, but is currently under development and not available in the current release.

Once logged in, select Reports in the top menu of the home screen.

The default dashboard (Overview)

When the new Reports experience is first opened, the default dashboard is loaded.

The dashboard automatically loads an overview of the agreement traffic from the previous seven days containing a summary at the top, and three charts displaying the percentage of agreements completed, the total agreement volume trend, and the average time for an agreement to complete.

Default landing page with the four areas of interest numbered

Two buttons are available to the user for creating new report/export content:

Buttons to create new reports or data exports

  • New Export - A new export request allows the user to define a range of agreements, and then export field level values from those agreements.
    • e.g., An RSVP form attached to an event where responders can select a choice of meal and list special considerations
    • The webform creator can then select the agreements (filtered by the web form name) and extract the fields from the form (Name, meal preference, notes, etc) into a CSV file
  • New Report - A new report allows the user to produce a dashboard of agreement data that includes one or more graphs. Different graph types are used depending on the context:
    • Agreements completed is a dial graph
    • Time to complete trend is a line graph
    • Agreements by sender or group is a bar graph
    • Agreement completion by sender is a scatter graph

Both exports and reports allow the user to save the template for future use in their personal list of exports and reports.

Only exports allow the user to download a CSV file of the data requested.

The left rail of the screen provides links to view the content of the user's reports and data exports. The rail has up to five clickable links:

The summary list of all reports available to the user by report type

Overview - Brings the user to the view of their agreement data over the prior seven calendar days. Essentially reloads the default dashboard on the landing page.

Report Types - The three types of reports (Agreements, Transaction Consumption, and Users) each have their own clickable link to open the full list of reports for that report type. Note that Reports always collect the current data for their filter settings (e.g. Last 30 days) when opened to view.

  • The number after the report type denotes the total number of reports available for that type.
  • Reports are listed with the most recently modified at the top.
  • Each report type has two default reports that are always at the top of the list, and may not be deleted:
    • {Type} for the week - Displays a compilation of all available type-specific charts for the previous seven days.
    • {Type} for the month - Displays a compilation of all available type-specific charts for the previous 30 days.

Each report type listing has the same page format with four columns:

  • Report Name - The name as supplied by the report creator.
  • Active icons - If the report has a schedule configured, then a blue calendar icon is visible.
  • Date Created - The time/date stamp of when the report was created. The time zone shift is predicated on the set time zone for the user's primary group.
  • Last Viewed - Indicates the time/date stamp for when the report was last viewed.
Note that mousing over any report record exposes an Open button that can be used as a quick action to view the report.
Additionally, there are several options to manage the report, accessed by selecting the ellipsis on the far right of the record. Those options are:
  • Duplicate - Makes a copy of the report that can then be edited and saved with a new name (as needed).
  • Rename - Opens an editing field to change the name of the report.
  • Delete - Deletes the report. This action is irrevocable.
  • Open - Opens the report for viewing.
    • Same functionality as the Open quick action button.
    • It is also possible to edit the configuration of an opened report and save it under the existing name.
      • If a new name is desired, the report should be duplicated first.
  • (Edit) Schedule - Opens the interface to create a new schedule or to edit an existing schedule.
  • Send it Now - Opens the interface to email a copy of the report immediately.
The reports list with one record highlighted, showing the Open quick action button

Exports (N) - Provides a list of all data exports created and saved by the user. Note that a data export is a static report once generated and must be explicitly refreshed to update the data.

The Exports page layout contains six columns:

  • Export Name - The export name as defined by the user when created.
  • Active icons - Two icons may be viewable:
    • Edit schedule - If the export has a schedule configured, then a blue calendar icon is visible.
    • Download - If a data export has an export ready, a download icon is visible.
  • Status - The current status of the export. When an export is first created, the compilation of the data can take some time.
    • Ready - When the export has been fully built, a Ready status is displayed. Only exports that are Ready can be downloaded.
    • When an export is still building, a processing bar is displayed until the export is Ready.
  • Data Type - Identifies the type of data the export contains (Agreement, Transaction Consumption, or User)
  • Date Created - The time/date stamp of when the report was created. The time zone shift is predicated on the set time zone for the user's primary group.
  • Last Viewed - Indicates the time/date stamp when the report was last opened. This timestamp does not require that the export be altered and resaved to update.

Note that mousing over any export record exposes an Open button as a quick action. 

Additionally, there are several options to manage the report, accessed by selecting the ellipsis on the far right of the record. Those options are:

  • Refresh - Refreshes the content included in the export to the most current data. If the report has not been refreshed, the previous data is presented.
  • Duplicate - Makes a copy of the report that can then be edited and saved as needed.
  • Rename - Opens an editing field to change the name of the report.
  • Delete - Deletes the export data. This action is irrevocable.
  • Open - Opens the export for reconfiguring the field values to be included in the CSV.
    • Same functionality as the Open quick action button.
  • (Edit) Schedule - Opens the interface to create a new schedule or to edit an existing schedule.
  • Download - Downloads a CSV of the export content. The user is prompted to provide a file name prior to the download.
    • Same functionality as the Download quick action button.
  • Send it Now - Opens the interface to email a copy of the report or export immediately.
Export record with the options menu open and the Open button highlighted

The display stage contains the report summary and chart(s):  

Display stage

At the bottom of the page is a scrolling list of the last used/created reports, with the most recent near the top.  

The two default reports (per report type) are pinned to the top of the list and cannot be edited, renamed, or deleted. They are:

  • {Report Type} for the month - Creates a full dashboard view of the logged-on user's agreement data for the previous 30 calendar days.
  • {Report Type} for the week - Identical to the above report, excepting the time span only covers the previous seven calendar days.
The recent reports section with the options menu exposed and the quick action icons highlighted

Mousing over any report or export record exposes the quick action buttons:

  • Open - Depending on the record type (Report or Export):
    • Reports open a view of the report. The report chart and filters can be changed and the port saved with the new configuration.
    • Exports open the field configuration for the export, allowing the export to be reconfigured and saved.
  • Download (Exports only) - Queues a downloadable CSV file.

Additionally, there are several common options to manage the recent exports/reports, accessed by selecting the ellipsis on the far right of the record. Those options are:

  • Refresh (Exports only) - Refreshes the content included in the export to the most current data. If the report is not refreshed, the previous data is presented.
  • Duplicate - Makes a copy of the report that can then be edited and saved as needed.
  • Rename - Opens an editing field to change the name of the report.
  • Delete - Deletes the export data. This action is irrevocable.
  • Download (Exports only) - Downloads a CSV of the export content. The user is prompted to provide a file name prior to the download.
    • Same functionality as the Download quick action button.
  • Open - Functions are the same as the quick action buttons. Depending on the record type (Report or Export):
    • Reports open an editable view of the report.
    • Exports open the editable field configuration for the export.

Filtering for Exports and Reports

Most accounts generate enough volume to require limiting the agreement dataset to return only the values for a select time frame, event, or workstream.

Both exports and reports use the same primary filtering system to limit the number of agreements being included in the returned dataset.

You can limit the dataset by:

  • Date Range - Limits the returned data set to a time box based on the Creation Date of the agreement
  • Workstream filters - Limits the returned data set based on known workstream values relative to the agreement.
    • If no filter is selected, all agreements within the data range are returned.
    • Workstream filters are additive. All agreements that fit any one (or more) of the filters are included in the returned dataset.
    • The filtering categories are:
      • Sender - Filtering based on the sending users in your account
      • Workflow - Filters based on the workflow used to send the agreement
      • Agreement Name - Filter on the name of the agreements. Good for agreements from web forms and other sources that use a common agreement name
      • Group - Filtering agreements based on the group(s) they were sent from
A data export configuration showing the date and workstream filters expanded

When selected, workstream filters expose a sub-filter to allow the user to explicitly select from values within that filter type known to the user (using a multi-select drop-down list).

The user can type a string into the field to produce a list of values that match.

Multiple values can be selected.

Object sub-filters

Data Exports

Data exports are available to all users and allows for the field-level export of agreement data.

Each Export is a static download of the data available at the time the export is created. To update the data in an Export, the data must be refreshed first.

Exports can be created to retrieve data in the context of Agreements, Transaction Consumption, and User.

The field data exported is selected explicitly at the time the Export is created and can be edited at any time.

Report Charts

The availability of report charts is dependent on the user's authority level in the Acrobat Sign system.

Currently available charts:

  • Eleven Agreement charts
  • One Setting Activity Audit (available to admins only)
  • Four Transaction Consumption charts
In development:
  • Six User charts
Report Type Chart
Users Group Admins Account Admins
Agreement Agreements completed Yes Yes Yes
Agreement Average time to complete Yes Yes Yes
Agreement Agreements by workflow Yes Yes Yes
Agreement Agreement completion by workflow Yes Yes Yes
Agreement Time to complete trend Yes Yes Yes
Agreement Agreement volume trend Yes Yes Yes
Agreement Agreement completed time Yes Yes Yes
Agreement Agreements by sender No* Yes Yes
Agreement Agreement completion by sender No* Yes Yes
Agreement Agreements by group No** No** Yes
Agreement Agreement completion by group No** No** Yes
Settings Activity Audits Settings Activity Audit Log
No Yes Yes
Transaction Consumption Transaction volume trend No** No** Yes
Transaction Consumption Transactions by sender No** No** Yes
Transaction Consumption Transactions by group No** No** Yes
Transaction Consumption Transactions by workflow No** No** Yes

*These reports are enabled if the user is granted access to the data from groups they are a member of.

** These reports are enabled if the user is granted access to the data for the whole account.

Chart format

Agreement and Transaction charts are built with the same layout and functionality:

  1. The name of the saved chart is displayed at the top
  2. The filters currently applied to generate the chart as shown. All of the filters can be edited:
    • All Charts - Dictates the chart(s) displayed. One or more charts can be added, and the original can be removed.
    • Date range - The date scope for the agreements used to generate the chart can be updated.
    • Filters - Add or change the filter for Workflow, Sender, Agreement name, or Group.
  3. The numerical summary of agreements based on status.
  4. The graphical chart.
  5. Table data -  Allows access to:
    • View the chart details - A larger view of only the chart itself.
    • View data table - A table-based representation of the chart.
    • View raw data - A table listing of the individual agreements used to generate the chart.
Примітка.

Editing and saving an existing report does not allow the report to be renamed under the new configuration.

If you want to create a new variant of a report, Duplicate the report first, and name the duplicate in accordance with the nature of the new report.

Chart layout

Bar, Line, and Scatter graphs provide details when the pointer hovers over a chart data element.

Graph data elements

Agreement chart examples

Report: Agreements Completed

Report: Average time to complete

Report: Agreements by workflow

Report: Agreement completion by workflow

Report: Time to complete trend

Report: Agreement Volume Trend

Report: Agreement completion time

Report: Agreement by sender

Report: Agreement completion by sender

Report: Agreements by group

Report: Agreement completion by group

Transaction Consumption chart examples

Report: Transaction volume trend

Report: Transactions by sender

Report: Transactions by group

Report: Transactions by workflow

Settings Activity Audits

The Settings Activity Audits report is a particular type of report to allow administrators to have visibility of (and an auditable record of) any changes in settings applied to a user, group, or the account as a whole.

  • Users don't have access to the report.
  • Group-level administrators can generate reports for all groups in which they have admin authority and any user with a primary group under the admin's control.
  • Account-level administrators can review the account-level settings in addition to all of the group and user-level settings within the account.

Only one report type is available, the Settings Activity Audit Log, which produces a report containing the following:

  • The date the change was made
  • The setting that was changed
  • The old value of the setting
  • The new value of the setting
  • The target of the change (User, Group, Account)
  • The target name; the target email address is printed under the name
  • The Actor that executed the change
  • The IP address that the Actor was using when the change was executed.
Примітка.

The Settings Activity Audit can only return the loggable changes after July 19, 2023. This is the date the report collection started, and preexisting modifications cannot be reported.

Settings Activity Audit Log with several entries displayed

All updates to system settings at the account and group level are reported.

Updates to users are partly reported:

Reported events

Unreported events

Add or remove the authority to send agreements

Promoting or demoting an account or group-level administrator

Add or remove authority to sign agreements

Adding or removing a group membership

Add or remove authority to use electronic seals

Moving a user into or out of a group

Configure auto-delegated signer

Marking a user as Inactive

Update user to add or remove Privacy Admin authority

Deleting a user with GDPR tools

Adding an API application

All sharing activities

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