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User Guides
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Nov 13, 2026

Heratio Help Center article. Category: Admin & Settings.

Reports Dashboard

User Guide

Generate and export reports about your archive's collections, users, activity, and compliance.

Overview

REPORTSDASHBOARD📊Collection📈Activity👥UsersReportsReportsReportsHoldingsUsageStatsAccessLogsStatisticsPopularItemsPermissionsFormatsDownloadsRegistrations

How to Access

MainMenuAdminReportsCollectionReports(holdings,formats,gaps)ActivityReports(usage,downloads,views)UserReports(access,permissions)ComplianceReports(POPIA,audits,retention)CustomReports(buildyourown)

Collection Reports

Available Reports

COLLECTIONREPORTS📦HoldingsSummaryTotalrecordsbylevel(fonds,series,items)📁RepositoryStatisticsRecordsperrepository/department📅DateCoverageTimeperiodscoveredincollection🏷️SubjectAnalysisMostcommonsubjectsandaccesspoints💾DigitalObjectsFileformats,sizes,storageused📋CompletenessRecordsmissingrequiredfields

Running a Collection Report

  1. Select the report type
  2. Choose filters (repository, date range, level)
  3. Click Generate Report
  4. View on screen or export

Activity Reports

Available Reports

ACTIVITYREPORTS👁️MostViewedRecordsPopularitemsinyourcollection📥DownloadStatisticsFilesdownloaded,bytypeanduser🔍SearchAnalysisWhatusersaresearchingfor📈UsageTrendsActivityovertime(daily,weekly,monthly)🌍GeographicAccessWhereyourusersarelocated

User Reports

Available Reports

USERREPORTS👥UserListAllregisteredusersandroles🔐PermissionSummaryWhocanaccesswhat📝RegistrationReportNewusersign-upsovertime🕐LoginActivityUsersessionsandlastaccess📊UserContributionsRecordscreated/editedperuser

Compliance Reports

Available Reports

COMPLIANCEREPORTS🔒AccessRestrictionsEmbargoedandrestrictedrecords📋RetentionScheduleRecordsapproachingretentiondates🛡️Privacy(POPIA/GDPR)Personaldataprocessingactivities📜AuditTrailSystemchangesforcomplianceaudits🏛️HeritageAccounting(GRAP103)Assetvaluationsandmovements

Generating Reports

Step 1: Select Report Type

Choose from the categories above.

Step 2: Set Parameters

REPORTPARAMETERSDateRange:[From:01/01/2025][To:31/12/2025]Repository:[AllRepositories]Level:[AllLevels]Include:[✓]Publishedrecords[✓]Draftrecords[]Deletedrecords[GenerateReport]

Step 3: View Results

Results appear on screen in a table format.

Step 4: Export (Optional)

EXPORTOPTIONS[📄CSV]-Forspreadsheets(Excel,GoogleSheets)[📑PDF]-Forprintingandsharing[📊Excel]-Formattedspreadsheetwithcharts[🔗JSON]-Fortechnical/APIintegration

PDF Export

PDF export creates professional, printable reports:

  • TCPDF Support: If TCPDF is installed, generates native PDF with:

    • Proper headers and footers
    • Auto-sized table columns
    • Report title and date
    • UTF-8 character support

  • HTML Fallback: If TCPDF is not available:

    • Print-optimized HTML page opens
    • Use browser Print → Save as PDF
    • Bootstrap-compatible formatting
    • Proper page break handling

Scheduling Reports

Set up automatic report generation:

SCHEDULEREPORTReport:HoldingsSummaryFrequency:[Monthly]•Daily•Weekly•Monthly•QuarterlyEmailto:[admin@archive.org]Format:[PDF][Cancel][Schedule]

Tips

✓DO✗DON'TUsedatefiltersRunreportsonalltimeExportlargereportsViewthousandsonscreenScheduleregularreportsForgettocheckstatsCompareperiodsLookatsinglesnapshotsSharewithstakeholdersKeepinsightstoyourself

Troubleshooting

ProblemSolutionReporttakestoolongNarrowdaterangeAddmorefiltersTryduringquiethoursExportfailsTrysmallerdaterangeTrydifferentformatNodatashowingCheckfiltersaren'ttoonarrowVerifyyouhavepermissionChartsnotdisplayingRefreshthepageTryadifferentbrowser

Optional Features

Some menu items only appear when the corresponding plugins are enabled. If you don't see a feature listed below, ask your administrator to enable the plugin.

Feature Requires Plugin
Collections Management Dashboard ahgSpectrumPlugin
GRAP 103 Dashboard ahgSpectrumPlugin

Need Help?

Contact your system administrator if you experience issues.

Part of the Heratio AHG Framework Last Updated: February 2026