Business Intelligence (BI) Reports

 

Introduction to BI Reports

BI (Business Intelligence) Reports are powerful tools that simplify visualization and analysis of complex data. With these reports, managers can get timely and quick access to key information such as app and online activity, task and project engagement, work time analysis, security risks and more.

Teramind comes with several pre-built BI report templates for common KPIs important to any business, such as Applications & Webpages, Productivity, Emails, Behavior Alerts, Login Sessions, File Events etc. You can also ‘clone’ any of these built-in reports and customize them to your needs.

You can quickly create your own reports with easy to use widgets in visually engaging formats using bars, charts, heatmaps, and tables.  The reports can be filtered by employees, departments, computers and other data points. Each report screen also has its own settings you can use to finetune what data it displays and how.

Accessing the BI Reports Menus

1. To access a BI Report, hover your mouse over the BI Report menu, then
2. Select a report from the sub-menu, such as Applications & webpages, Productivity

Report Tabs

Each Pre-Built BI Report comes with one or more tabs. This is to help you organize your information and quickly add different views for the data. You can also add your own tabs on a Custom BI Report.

1. Click the small + icon on top to add a new tab. After you have added a tab, you can then add widgets to populate it. Check out the BI Widgets section to learn more about widgets.
2. Click the small Trash Can icon to delete a tab.
3. Click the small Gear icon to rename the tab.

Pre-Built BI Reports

Teramind comes with several pre-built BI reports. You can use them as-is or configure or use them as templates for creating your own Custom BI Reports.

Applications & Websites

This report highlights app and web usage statistics for employees and departments. It comes with three tabs: Basic, Aggregated and Categories. The Basic tab and the Aggregated tab both contain the same widgets such as Top Employees, Top Departments, Top App/Domains, Top Categories*, Top Browsers etc. The only difference is the Grid Widget(table) that groups employees by App/Web category. For the Basic tab, the Grid Widget shows all employees by timestamp whereas the Grid Widget on the Aggregated tab groups it by app/website. The third tab, Categories has few more Chart Widgets such as Top Security Categories*, Top Reputations*, Classification Timeline etc. And the Grid Widget on this tab groups employees by web/app Categories.

Classifying Web Pages & Applications as Productive/Unproductive

Productivity Profiles determine how apps/websites are classified as productive/unproductive. This, in turn, will affect how Productive Time, Unproductive Time etc. are reported. You can also quickly classify an item from the Grid Widget on any of the tabs:

1. Right click on a row on any of the Grid Widgets and select the Classify option from the pop-up menu.

2. Select a productivity PROFILE.
3. Select any of the PRODUCTIVE, UNPRODUCTIVE or UNCLASSIFIED option.
4. Click SAVE to save the classification. Note that activities are classified as they are performed. If you want to retroactively apply a productivity profile - reset classifications from Configure -> Productivity Profiles.

Aggregating Similar Items

Both the Aggregate and Categories tabs shows employee times grouped by app/web and category. You can, of course, create a custom report and add your own widgets on it to show aggregated items.

Showing Idle Time

Both the Aggregate and Categories tabs shows idle time on the Grid Widgets. You can, of course, create a custom report and add your own widgets on it to show idle times and compare it with other data points such as Idle Time vs Active Time.

Productivity

This report highlights productivity and performance KPIs for employees and departments. It comes with three tabs: Basic, Departments and Tasks. The Basic tab shows several Chart Widgets such as, Top Employees by Work Time, Idle Time and Productive Time, Time Worked, Activity % etc. The tab also contains a Grid Widget showing Task, Login Sessions Time, Work Time, Idle Time etc. by employees. The Departments tab shows similar information except the Grid Widget groups the information by department. There are also three widgets (Classification, Activity and Top By Idle Time) that shows information by department. The Tasks tab shows similar information like the Basic and Departments tabs but groups them by tasks.

Behavior Alerts

This report shows all the rule violation incidents (triggered by the regular Rules) and any anomalies (triggered by the Anomaly Rules). This report shows details for all alerts, actions taken by the system and risk information for employees and departments. It comes with two tabs: Basic and Risks. The Basic tab contains several Chart Widgets that shows no. of alerts (count) for the timeline, Hourly and Top Employees. There is also a Grid Widget (table) that show the Timestamp, Employee, Computer, Policy, Rule, Action taken by the system and a Description of the alert.

The Risk tab allows you to conduct organization-wide risk assessment. It contains several Chart Widgets that shows various alert and risk comparisons such as Alerts & Risk by timeline, Risk Heatmap, Top Risky Employees/Departments etc. It also has a Grid Widget that shows information similar to the Grid Widget on the Basic tab but shows risk details grouped by tags.

Plotting the Risk Trend

The Alerts & Risk Timeline and the Risk Heatmap shows risk trends. You can also create your own custom report and add any trends you want to plot. For example, Risk Score by Departments, Frequency of Risk Violation by Tags etc.

Identifying High Risk Users, Rules and Objects

The Top Risky Employees, Top Risky Departments, Top Risky Rules etc. shows these. You can also create your own custom report and add any rated items you want. For example, Top Risky Object, Top Risky Object Type etc.

Emails

This report displays all the email activity for employees and departments. It comes with several tabs such as Basic, Attachments, Destinations, Sources etc. Each tab contains various Chart Widgets to give you all the details you might need of the email activities of your employees such as incoming/outgoing emails by Timeline, Top Employees by no. of emails sent/received, Attachment Heatmaps, Top Destination Domains, statistics for email Sources etc. There is also a Grid Widget (table) on each tab that shows all the incoming and outgoing emails with timestamps that can also be grouped  employees by employee, attachment, destination, source etc.

Viewing / Saving / Printing Email Contents and Attachments

1. Right click on a row on any of the Grid Widgets and select the View email option from the pop-up menu (you might need to expand a grouped row until you see the Timestamps to be able to see this option). A pop-up window will open:

2. If there are any attachments (and you have enabled attachment captures on the Email Monitoring Settings) then, you can click on the attachment(s) to download them.
3. You can save a copy of the email by clicking the SAVE AS PDF button or print it with the PRINT EMAIL

Saving Email Attachments

1. Right click on a row on any of the Grid Widgets and select the Download attachment option and the file to download (you might need to expand a grouped row until you see the Timestamps to be able to see this option). Note: you can also save an attachment from the email view window.

Keystrokes

This report shows statistics of all keystrokes entered by the users. In addition to regular characters the report also tracks words and phrases, special commands (i.e. clipboard copy/paste), use of special keys and hidden symbols such as the <Print Screen>, <CapsLock>, <Backspace> etc. etc. The repot comes with two tabs: Basic and Categories. The Basic tab comes with several Chart Widgets: Timeline (shows no. of words vs no. of characters/letters typed for the duration), a Heatmap of no. of characters typed and a Top App/Domains where the most keyboard activity occurred. There is also a Grid Widget (table) that shows all keystrokes by Timestamp, Employee, Task and App/Domain etc.

The Categories tab shows similar information but for app/web Categories, Security Categories and Reputation Categories.

File Events

This report shows statistics of all file events on the local drives, external drives (such as USB drives), network and even Cloud files. The report comes with only one tab, Basic, that shows several Chart Widgets: Timeline (by the volume of file activities such as Access, Copy, Create, Rename, Upload etc.), Top Employees (who had the most file activities) and Top File Extensions. There is also a Grid Widget (table) that shows all file events by Timestamp, Employee, Process, Description etc.

Web File Events

This report shows statistics of all web file events (upload/download, cloud sync etc.). The report comes with two tabs, Basic and Details. The Basic tab shows several Chart Widgets: Timeline (by the volume of web upload and web download), Top Employees (who had the most web file activities) and Top Domains (by uploads/downloads). There is also a Grid Widget (table) that shows all web file events by Timestamp, Employee, Event Type, Domain, Category*, File etc.

The second tab, Details, shows more details related to web file events such as charts for the size of uploads/downloads, volumes of upload/download by hour, top domains by size etc.

Console Commands

This report shows statistics of console/terminal commands executed by a user or an application from the command line. Console Commands can be useful to keep an eye on privileged users (system admins, power users etc.) as these commands are often used to execute system-level applications and scripts. In the wrong hands, such commands can be dangerous and need overseeing.

The report comes with only one tab, Basic, that shows several Chart Widgets for no. of commands for the Timeline, Hourly and Top Commands. There is also a Grid Widget (table) that shows all console commands by Timestamp, Employee, Executable (app), the actual Command etc.

Searches

This report shows statistics on user searches on sites like Google, Bing, YouTube etc. The report comes with only one tab, Basic, that shows several Chart Widgets for no. of searches for the Timeline, Top searches by Employees, Sites and Keywords. There is also a Grid Widget (table) that show all searches by Timestamp, Employee, Site, Search Phrase etc.

Printing

This report shows statistics on documents sent to the local or network printers. The report comes with only one tab, Basic, that shows several Chart Widgets: Timeline (shows no. of print jobs, pages and copies), Top Employees (by no. of print jobs) and an Hourly heatmap of the print jobs. There is also a Grid Widget (table) that shows all printing activity by Timestamp, Employee, Printer Name, Document Name, Pages, Copies etc.

Viewing / Saving Copies of a Printed Document

1. Right click on a row on the Grid Widget and select the View Document option from the pop-up menu. A pop-up window will open that will show the printed document:

2. Click one of the buttons at the bottom to print the document or download it as a PDF.

Social Media

This report shows statistics of employee social media activities for popular platforms such as Facebook, Twitter, LinkedIn etc. The report comes with only one tab, Basic, that shows several Chart Widgets: Timeline (shows no. actions for post, comment, edit post etc.), Top Employees (by no. of social media activities) and Top keywords. There is also a Grid Widget (table) that shows all social media activity by Timestamp, Employee, Computer, Keyword, Platform, the actual Message etc.

Login Sessions

This report shows an immutable logs of user sessions. The report comes with only one tab, Basic, that shows several Chart Widgets for session counts by Top Source Computer, Top Source IPs, Top Employees, Session Count by Hour, Session Count by Timeline and Session Time. There is also a Grid Widget (table) that shows all sessions by Timestamp, Employee, Computer, Source IP, Time (total logged in time including any locked sessions) etc.

Custom BI Reports

In addition to the pre-built BI reports, you can create your own custom BI reports by ‘cloning’ an existing report (a pre-built report or another custom report). You can also share these custom reports with your team.

Creating a Custom BI Report

1. Click the CLONE button near the top-right corner of a report to create a copy/clone of it. You will be automatically switched to the newly created report screen. You can create multiple clones of a report. Each cloned report will have a default name and a number in the bracket, for example: Applications & webpages (1), Emails (2) Once create, you will be able to rename the report later (see the Renaming / Sharing / Deleting a Custom BI Report section below).

Saving / Restoring a Custom BI Report

Any newly created custom report is automatically saved. However, if you change it (e.g. add/change a widget), you can save or restore it:

1. Click the RESTORE button to discard any changes you made to the report. If you made multiple changes, clicking the RESTORE button each time will undo the last change.
2. Click the SAVE button to save any changes.

Accessing a Saved Custom BI Report

Any custom report you create is automatically saved. You can access them from the BI REPORTS menu:

1. The custom reports will show up under the BI REPORTS menu, below the pre-built reports. Click a report to open it.

Renaming / Sharing / Deleting a Custom BI Report

1. Click the small Gear icon near to top-right corner of a custom BI report. An Edit report window will pop up:

2. Enter a new name in the NAME field to rename it.
3. Select employees from the SHARE VIEW-ONLY drop-down list to share the report in view-only mode.
4. Select employees from the SHARE VIEW & EDIT drop-down list to share the report in view and edit mode. Selected employees will be able to edit the report.
5. Click the DELETE button to delete the report.
6. Click the OK button to save any changes.
7. Click the CANCEL button to cancel the changes.

Setting a Date Range for the BI Reports

1. Each BI Report screen has a dates selector at the top-left corner. Click the Dates Selector
2. Select a start date (left) and an end date (right) from the dates-selector window.
3. Click the APPLY
4. You can also select one of the pre-defined date sets (i.e. Today, Yesterday, Last 7 Days etc.) from the left of the dates selector window without having to select the start/end dates.

Drilling-Down / Filtering a BI Report

Using the Quick Drill-Down Feature

You can quickly drill-down/filter a Bar or Column chart to view the report for the select data point(s):

1. Click on a bar/column on a Bar or Column Chart Widget to drill-down. SHIFT + Click to select/deselect multiple bars or columns. All the other widgets (and the Filter Panel) will update to show data for the selected bar’s/column’s data point.
2. Click on an empty area inside the chart canvas to deselect and return to the original chart.

Using the Filter Panel

The Filter Panel allows you to configure all filters available for a report. Each BI report has a time-range filter and a set of common filters that let you narrow down the number of items displayed. You can filter by employees, departments, computers, tasks etc. Additionally, each report also has its own content-specific filters. For example, the Emails BI Report has filters for subject, body, mail directions, email clients, attachments etc. To use the Filter Panel:

1. Click the Filter icon near the top-right corner of a report to open/close its filter panel:

2. Use the Time Zone drop-down menu to select a time zone for the report. You can also drag the Timeslot Sliders to set a time range.
3. Click the Filter buttons (such as Common Filters, Applications & Webpages, Behavior Alerts) to expand/collapse the filter.

4. When you expand a filter, you will see fields to set the filter’s criteria. For example, you can select specific employee(s) or department(s) under the Common Filters. The clicked element will then highlight, and rest of the chart will become semi-transparent. The Filter panel will automatically update with the selected field.
5. If you have Active Directory integration setup, you will see an additional filtering option: LDAP Attributes. Click the filter to expand it. You can then select ATTRIBUTE and VALUE pairs to filter the report. You can add as many attributes as you need by clicking the ADD FILTER button.

6. Click the RESET button on top of the panel to reset any changes you made on the Filter Panel.
7. Click the SAVE button to save the filter. Note that, this option is available for custom reports only.
8. Click the RESTORE button to restore the filter to its latest saved version. Note that, this option is available for custom reports only.

Exporting a BI Report

A BI report can be exported as a Zip file or scheduled for auto-delivery to email address(es). The Zip file will contain a PDF for the Charts Widgets and a CSV file for the Gird Widgets. Follow the instructions below to export/schedule a report:

1. Click the green EXPORT button near the top right corner. A pull-down menu will open.
2. Select the Keep dashboard layout option to export the charts in the original dashboard layout. Select the Full page charts option to export each chart on its own page. Once you click either of these options, you will see a message that the report is queued for export. Once the report is ready you will see a download message like below. Click it to download the report:

3. Select the Schedule export option to schedule automated delivery of the report over emails. When you click this option a pop-up window will open where you can configure the export options:

4. Click the Enable Auto-Export check box to turn auto-export on/off.
5. Select an EXPORT PERIOD. You can choose from DAY/WEEK/MONTH.
6. You can specify the EXPORT DAYS (for daily/weekly period) or EXPORT DAY OF MONTH (monthly period). This option essentially lets you define how long exported data will be. Daily reports will be sent every day with single day only. Weekly reports will contain last 7 days and sent on everyday basis too. Note that, for the daily/weekly reports, auto export will happen only on the selected days of the week (Sun-Sat). For the monthly reports, you can specify exact day when auto export should happen. For this type of report, it will contain data from same day (including) in previous month to export day (exclusive).
7. Enter or select the EXPORT TIME you want to receive the exported report. Note that, the exported data will not contain the selected export day.
8. If you enable the KEEP DASHBOARD LAYOUT option, the PDF containing the charts will be kept in their original dashboard layout. Otherwise, each chart will be exported in their own page.
9. You can specify who will receive the reports in the EXPORT TO EMAIL(S) You can specify multiple email recipients.
10. Click the SAVE button to save and schedule the export or the CANCEL button to discard any changes.

BI Widgets

Widgets are the main components of a BI report. Widgets are dynamic tiles that displays snippets of information on selected data point(s) or KPIs. Teramind has many BI widgets you can place on your BI reports according to your needs.

The widgets are placed on a virtual grid. They can be moved around or resized. When you move or resize a widget, other widgets around it will reposition themselves to make room for it.

Managing (Add/Edit/Delete/Arrange) the BI Widgets

1. Click the green +WIDGET button to add a new widget (see the Editing / Configuring a BI Widget section below to learn how to edit a newly created widget).
2. Click the small Gear icon near the top-right corner of a widget to edit it (see the Editing / Configuring a BI Widget section below to learn how to edit a widget).
3. Click the small Trash Can icon at the top-right corner of a widget to delete/remove it from the report.
4. Click and drag the widget’s title bar to move it around.
5. Click and drag the widget’s bottom-right corner, bottom or left-side to resize it.
6. If a (large) chart has a minimap, you can drag the small yellow rectangle to scroll through the chart.
7. Click the RESTORE button to discard any changes you made to the report. If you made multiple changes, clicking the RESTORE button each time will undo the last change.

Editing / Configuring a BI Widget

Clicking the green +WIDGET button (new widget) or the Gear/Edit  icon (edit widget) next to a widget,  will launch the Edit widget pop-up window:

1. Enter a NAME for the widget.
2. Select a widget TYPE such as GRID or CHART.
3. Select one or more DATA SOURCE for the widget such as, APPLICATIONS & WEBPAGES, INPUT ACTIVITY, WORK TIME etc.

Editing / Configuring a Chart Widget

If you select the CHART as the widget TYPE, the Edit widget window will expand to show more options:

Enter a NAME for the widget. Select CHART from the TYPE options. Select one or more DATA SOURCE for the widget such as,  APPLICATIONS & WEBPAGES, INPUT ACTIVITY, INPUT TIME etc. Select a CHART TYPE such as BAR, COLUMN, AREA etc. For some chart types, you might see a SHOW MINIMAP option. This is useful for large charts. You can drag the yellow area of the minimap to scroll through the chart. Select a data point for a chart’s axis from the DIMENSION #1 pull-down menu. Note that, if you have chosen multiple data sources in Step 3, then only dimensions common to all the selected data sources will be shown on this list. You can delete a DIMENSION by clicking the small Trash Can icon next to it. You can optionally select a ranking order for the data sources under the RANKING option. You can optionally enter how many of the data sources are shown at a time on the COUNT field. If you have chosen a RANKING option, you can select the RANKING BY option and choose a data source. You can optionally select a second set of data points to be displayed on the chart from the DIMENSION #2 menu. The options are similar to DIMENSION #1 (Step 5). You can optionally enter what values the chart will display in the MEASURES field. You can optionally add one or more sorting orders for the data under the SORT option. Chose either ASC-ending or DESC-ending option and then select a data point the sort will apply to. You can click the green ADD SORTING button to add multiple sort orders. You can delete a SORT by clicking the small Trash Can icon. You can optionally limit the number of items displayed on the chart by entering it in the LIMIT field. You will be able to see a preview of the chart near the bottom of the Edit widget window. Click the OK button to save or the CANCEL button to discard any changes.

 

Editing / Configuring a Grid Widget

The GRID widget does not have any settings other than NAME and DATA SOURCE on the Edit widget window. However, you can change its options from the widget’s panel:

1. Click the Columns tab on the right side of the widget to open/close it.
2. Click on the small checkbox in front of a data point to add/remove it as a column on the grid. Use the top checkbox to select/deselect all data points.
3. You can search for a data point using the Search… field.
4. You can group multiple rows by dragging one or more data point(s) and dropping them under the Row Groups For example, create group by Employees, Departments etc. You can also create sums for some of the data points by dragging them to the Σ Values section. Use the small grid icon to drag the data point(s) you need. Note that, you cannot drag and drop certain data points to the Row Groups. For example, Productive/Unproductive time cannot be grouped. Similarly, you cannot drag and drop data points which cannot be summed up. For example, Employee, Date etc. If a data point cannot be dropped to a Row Group/ Σ Values section, you will see a small no symbol as you drag it.

5. If you hover over a column, you will see a small column menu . Clicking it will display a small pop-up menu. From this menu you can pin columns, auto-size them or reset the changes. You can also create a Row Group or Σ Values for the selected column.
6. Click a column title to sort it. Click again to change the sort order (between ascending or descending  ). Note that, you cannot sort a Group column.
7. You can also click and drag a column name to move it left/right.
8. You can click a Group row’s right arrow icon to expand it and the bottom arrow  icon to collapse it.

Using the Grid Widget’s Context Menu

Right clicking on the Grid widget will open its context menu.

Single Select Options:

If you right-click on a single cell, depending on the BI report and the type of information being displayed on the grid, the context menu will show different options:

1. The Investigate option is available if the Group column is expanded to show the Timestamps. Selecting this option will take you to the Employee’s Activity Monitoring Report page.
2. View record option is available if the Group column is expanded to show the Timestamps. Selecting this option will take you to the Session Player and display the recording at the selected timestamp.
3. Use the Copy option to copy the selected cell’s data to the clipboard.
4. Use the CSV Export option to download the entire grid’s data as a CSV file.

Other Options: You might see other options on the context menu depending on which BI report you are on. For example, there might be a View Document (on the Printing BI report), View Email, Download attachment (on the Emails BI report) option(s).

 

Viewing / Changing Productivity Classifications:

1. On the Grid Widget of the Applications & Webpages report, click on the right arrow icon on the first column to expand it until you can see the app/domains (e.g. exe, www.yahoo.com etc.).
2. Right click on any of the expanded row. You will see a Classify option. Select this option to be able to change/edit the Productivity Profiles for that particular site/app.

 

Multi-Select Options:

If you select multiple rows/columns (SHIFT+Click or Click+Drag) and then right-click on them, you will see a different context menu:

1. The Copy with Headers option is similar to the Copy option but will also copy the selected headers along with the data to the clipboard.
2. The Chart Range option will let you plot charts out of the selected data. You can select from a range of charts such as Column, Bar, Pie, Line, Area etc.:

3. Hovering over the chart will show several menu icons at the top-right side of the chart. You can control the chart’s settings, show/hide rows and download the chart as a PNG image using these menu icons.