Select report data

Site Reports use information about targeted content, user profiles, and read details.
To configure the right data, use the Select report data button to adjust queries, filters, and processing options.
The panel is divided into sections for content location, read results, profiles, data processing, and export options.

📑 Select Report Data

Reports are created based on the sites and terms used to target content.

🌐 Select Site(s)

Choose the site(s) containing the targeted content:

  • All sites with shared terms → Queries content/logs across all sites using the selected term set.
  • Current site – Select targeting terms → Queries only the current site using selected terms.
  • Current site library – Select targeting term → Queries only the selected site library using selected terms.
🏷️ Select Term Match

Choose how content must match:

  • Mandatory → Must match mandatory terms.
  • Optional → Matches optional terms.
  • Tags → Used in knowledge-based solutions where profile terms may be added to any field in a page or document.
🔎 Content Filter

Enter additional search queries to refine results. Supports Keyword Query Language (KeyQL).

Example:

  • ParentLink:/Australia/ → Returns only targeted files found in folders named Australia.
  • product information → Content containing product AND information
  • product OR information → Content containing product OR information
  • "product information" → Content containing the exact phrase product information
  • title:"product information" → Search for words in the Title field
  • title:product OR title:information → Find multiple words in the title
  • created>=2024-01-01 → Content created on or after 1 Jan 2024
⏳ Include Expired

Expired content is excluded by default.
Enable Include expired to add it to reports.

📖 Select Read Results

Choose which read and view records to include.

📅 Start Date
  • Defines the start date for logs.
  • For Compliance Reports, set to All.
  • Options: Day, Week, Month, Quarter, Year → dynamically calculate based on offset values (saved in report URLs).
📅 End Date
  • Defines the end date for logs.
  • For Compliance Reports, set to All.
  • Options: Day, Week, Month, Quarter, Year → dynamically calculate based on offset values (saved in report URLs).
🔎 Log Filter

Optional KeyQL query to refine logs.
Example: filter feedback logs pending review.

👤 Select Profiles

Refine which profiles are included (compliance data only).

Profile Type
  • Managed → Profiles created via the Profile tab or CT365 Management Solution.
  • Personal → Profiles added by individuals via the My Profile page.
Profile Filter

Add search queries to refine profiles (e.g., name, email, department, manager).

Examples:

  • CTSGUserOWSUSER:john.smith@apaccore.com OR CTSGUserOWSUSER:jane.green@apaccore.com
  • 'city:sydney' AND 'department:finance & compliance' AND 'state:nsw' AND 'jobtitle:manager'

⚙️ Data Processing

Define how data is processed into the report.

Compliance Reports
  • All compliance data → Show both compliant and non-compliant results.
    (Exclude views if thousands of profiles/documents to keep data manageable.)
  • Non-compliant only → Show only non-compliant results. Useful for notification reports.
  • Compliant only → Show only compliant records.
Read & View Reports
  • All reads and views → Display all targeted content that has been read or viewed.
  • Views only → Display only views of targeted content.
Views

Set the number of views displayed per file/person combination.
Range: 0–250.

Read Match

Determine how multiple profile term matches are handled:

  • First → Single read per document.
  • All → Multiple reads per document. Useful when content belongs to multiple terms.
Check Access (Non-compliant only)

Verify if the reader has access to the document.

  • Access checks are performed only on non-compliance results.
  • Non-compliant entries without access are removed from notification reports.
Process Read History

Add queries to show all read history.
Required if reports must display historical reads of different document versions.

📤 Report Options

Options for exporting files and sending notifications.

File Name

Enter the name of the file to be saved in the Report library.

  • Existing files will be overwritten.
  • Include date/time → Appends timestamp to ensure uniqueness.
Notification Template

If a file is generated, it can be emailed via the CT365 Management Solution.
Select a template to send via Email or Teams notification.