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Custom Reports Definition

The Custom report definition feature allows users to define customized reports with their own automatic execution parameters. Reports that are defined with automatic settings are automatically generated at the specified time. However, they may be requested manually when needed.

Using the Default “All Events” Report

You may generate a default report that will include all events. The default report is an Historical report type. EntraPass allows you to send an automatic report by email.

1 - Under the Report toolbar, click the Custom report button. The Custom report window appears.

2 - Only the language section can be modified for the All events report.

Defining a Custom Report

General Parameters

1 - Under the Report toolbar, click the Custom report button. The Custom report window appears.

2 - To create a new report, click the New button (in the toolbar) and enter the necessary information in the language section. To modify an existing report, select it from the Report drop-down list.

3 - You may check the use the default All events option or select a specific event type from the drop-down list (to select particular events, go to the next section Events Selection).

4 - Choose an Events filter:

•  Normal and abnormal events: Select this option to include normal and abnormal events in the report.

•  Normal events: Quick report can create reports based on normal events. In an access report, normal events would be such events as “access granted” for instance.

•  Abnormal events: Such events as access denied (bad access level, supervisor level required), workstation server abnormal disconnection, gateway communication failure, or all events related to a process that is not complete (a controller reload failure, for example), are considered abnormal.

•   Watchable events: These are preselected events that can be displayed on EntraPass Web Watchlist. It can be used to issue a report of events related to EntraPass Web.

5 - Check the Overwrite existing output file option if you want the system to replace the existing output file each time the report is automatically generated according to the settings defined in the Automatic report schedule tab.

6 - Check Bypass operator workspace to issue a report with no regards to the operator’s workspace permissions (see Creating or Editing an Operator for more information).

7 - Check the Allow EntraPass Web Request for historical report request through the EntraPass Web. The EntraPass Web component must have been registered with the EntraPass Server in order to display the checkbox.

8 - Origin Filter: This filter is used to define a report of events coming from one (or more) of the selected sources only. If one or more sources (connection, gateway, site and application) are checked in the Origin Filter, an Origin tab will be added that will allow user to select one or more components related to selected source

9 - Component filter: Select a Filter mode for the components to be included. Use the checkbox to display deleted components.

10 - Specific time frame: Only events (event time) that are within this specific time frame will be included in your report.

Events Selection

1 - Select an event category from the drop-down list.

2 - Select All events or select each event to include in the report individually.

3 - If you have selected Select all events, you can also indicate which component status to display (New, Modify or Delete). In reports, events will be precessed by the following signs:

•  + (New)

•  = (Modify)

•  - (Delete)

Note: The checkboxes under Specific Database Event will be displayed only when a database event is selected.

Note: The Events selection tab contains events based on the selected filters only.

Origin

From this tab, you can select components from the origin(s) selected in the General tab with the Origin filter.

Components

If you have selected a Filter mode, the Components tab will appear only when the corresponding events are checked. You have to specify the components that may affect the report.

1 - Move to the Component tab.

2 - Select a component type to display its items in the right-hand pane. If you select Card type, the right-hand pane displays all the card types defined in the system. If you select Doors, all the access system doors are displayed in the right-hand pane.

Cards

1 - In the Custom report window, move to the Cards tab. It is displayed only when access events are selected. It is used to add more filters to your report in order to target specific events.

2 - Select the All Cards option to include all cards. When you do this, the other fields are disabled. When you select the Use card type as filter option, you can add filters for your report. You can view the fields that are included/excluded as filters and specify a lower and upper boundaries for each selection. 

3 - From the Filter mode drop-down list (None, Include, Exclude), specify if the system should exclude or include the value range that you specify in the Upper/Lower boundary fields. When a filter mode is selected (Exclude or Include), the “Boundary” fields are enabled.

4 - Enter the value range in the Lower/Upper boundary fields according to the selection in the Filter mode field. These may be, for example, alphabet letters (if the filter index is by names; or numeric, if the filter index is by card number). You could, for instance, use the card user name and specify A to F in the Lower/Upper boundary as the lower and upper boundaries. As a result the system will include events in which the selected door is defined and events in which the defined card numbers appear but only for card holders whose names begin with A to F.

Note: Users may select more than one filter for the same report using the filter index. Events will be filtered in times depending on how many filter indexes are defined for the report.

Automatic Report Schedules

Use the Automatic report schedule tab to define automatic settings for your reports so they can be automatically generated when needed. These settings indicate:

•   The frequency: when the report should be generated (none, weekly, monthly, once)

•   The time period covered

•   The output process (display, print, etc.)

•   The output type (dBase, Sybase, CSV, PDF)

•   The destination (workstation)

•   The language and the file name

1 - In the Custom report window, move to the Automatic report schedule tab.

2 - From the Schedule mode drop-down list, select the frequency at which the report should be executed:

•   Select None if you want the report to be manually requested (see Report Request).

•   Select Weekly if you want a report every week. You have to check the day on which the report should be executed automatically.

•   Select Monthly if the report is needed once a month. You have to specify the day (ex. the second Friday of the month or the 15th day of the month) when the report will be executed automatically.

•   Select Once if you want the report to be executed automatically on a specified date.

3 - Click the button to specify additional options (click here for more details)

4 - Select the Queue priority level. A report with a priority of 1 will be processed before a report with a priority of 99.

5 - In the Start at this time field, enter the time at which the system will start executing the report.

6 - Specify the Scheduling parameters:

Note: These settings are ignored when the report is requested manually by an operator.

•   Start this many days back: The report will start collecting events according to the number of days specified in this field. It is based on the present date.

•   Start at this time: Once you specify the amount of days, specify the starting time (i.e.: 7:00am). For example, if you enter 7:00, events that occurred at 6:00 will not be included in the report.

•   Stop this many days back: The report will include the specified number of days entered in this field. It is based on the present date.

•   Stop at this time: Once you specify the number of days, specify the ending time (i.e.:5:00 pm), that is, the day on which the system will stop collecting data; you may also specify the time at which it will stop. For example, if you enter 7:00 and an event occurred at 8:00, then this event will not be included. To target events that occurred during a specific time frame, you have to use the Specific time frame option.

Note: The start and end time are only used for the first day and last day, for example if you start collecting events on Monday at 8:00 and end on Friday at 17:00 all events between 8:00 Monday and 17:00 Friday will be included. The system does not use  the start and end time for each day but for the whole period.

Specifying Additional Options for an Automatic Report

1 - Click the  button to add more settings to the automatic scheduled report. When you click this button, the Automatic report output definition window appears.

2 - From the Database output type  drop-down list, select the output format of the report. You may choose Sybase, Dbase IV, CSV, PDF, Excel, RTF or text formats.

3 - From the Database output process drop-down list, select the report template. It will be used with the requested report. For details on the output format, see Defining a Report Output Format.

Note: From the Database output process drop-down , you can select Email custom report  if you want this report to be automatically sent to specified recipients. If you choose this option, select the Email  tab to enter the recipients’ email address in the Send Email to  field. EntraPass enables you to protect the report by a password before emailing it.

The following table shows the difference between these database formats and their output file formats:

4 - You may check the Automatic file name (...) option. The default file name is YYY_MM_DD-HH_MM_SS.X, indicating the year_ month_ day-hours, minutes_second.file extension.

5 - Select the report language and the destination.