What is it?
GoGuardian Admin allows administrators to download various CSV and PDF reports of student activity. The Exported Reports tab provides an at-a-glance view of all exported reports which are available for download.
Depending on the size of the report, it may take several minutes for the report to become available.
You can access the Exported Reports tab by clicking on it directly, or navigating to Exported Reports on the left pane of GoGuardian Admin.
NOTE: This feature is currently in BETA and is subject to change in which case this documentation may become out of date.
How does it work?
The Exported Reports Tab
The Exported Reports tab contains a list of any report which was chosen to be exported from within GoGuardian Admin. It will contain several pieces of information to be viewed:
- File Type - CSV, PDF
- Report Name - the title entered by whoever exported the report, or the default title
- Report Type - the source of the report, such as Student Activity or Top Videos
- OU - the relevant OU for the report
- Created On - the date the report was exported
- Created By - who exported the report
- Expiring On - when this report will no longer be available for download (3 months by default)
- Status - the status of the report
- Planned - report is being prepared
- Running - report is being generated
- Error - there was an issue, please try to export the report again
- Download - the report is ready
Additionally, reports can be deleted on the far right section of a row. You will be prompted to verify that you'd like to delete the report:
Note: At this time, there is no log of when a report is deleted.
To download a report, simply click on Download once it is ready.
Exporting a Report
There are several different types of reports that can be exported. The Report Type is listed in the Exported Reports Tab depending on how you've chosen to generate a report:
- Student Activity - this is a report of a student's detailed browsing history
- Top Websites
- Top Videos
- Top Searches
- Top Docs
- Top Apps
- The Dashboard
- Activity tab
- Flagged Activity
Wherever you can export a report, there will be a download button with a choice to Download as CSV. For all of the "Top" report options, for example, you can choose the Download button from within the object itself on the Admin Dashboard:
Once selected, choose to Download as CSV.
This will open a window to confirm that you'd like to export the chosen CSV report, and allow you the opportunity to name the report. It will also show you the OUs from which the report is pulling data.
Note: A default name will be provided based on the report type and the date range selected. This can be edited.
If you are viewing an individual browsing report for a student, you can also set a row limit for your search results. It is an additional entry box that appears beneath the Report Title. The maximum number of rows is 15,000.
Once you've double-checked that this is the report you want to run, and have renamed the report as needed, simply click Export. The report will then be visible in the Exported Reports window.
Changing the Organizational Unit (OU) for a Report and/or the Date Range
While exporting a report, you may want to specify the OUs that you're reporting on.
To change this, first go to any Admin page.
Next, choose where it says "All Org Units" at the top and click it once.
This will expand and show all available Organizational Units. Select any that you'd like to run reports for, and then proceed as normal.
To change the date range, simply change the date range at the top of the view directly next to where you've selected Org Units.
Note: When exporting a report for a student's detailed browsing history, it will always use the OU that they're currently in. The date range can still be modified.
What's contained in the CSV report?
The content contained within the CSV report is specific to the type report which was generated and downloaded. For example, if you were viewing an exported CSV report for a student's browsing history, it would show:
- Date Visited
- Time Spent
The content of these reports should match what was available in the past for any CSV reports. If you're unsure of what may be contained in a CSV report, feel free to test it out and take a look!
Administrators will only be able to download reports if they have access to every OU that the report is on. If they do not have access, the Download button will not be clickable.
Any CSV report will be limited to 15,000 rows. This number is also noted while choosing to download a report as a CSV during the export process.