#Manage Report Templates and Generate Reports

You can create a report template for the following services, and then periodically generate reports using the template.

• Cloud Backup for Microsoft 365 – The snapshot of your Microsoft 365 backup performance including storage usage, numbers of backups in different statuses, and backup success rates across services like Exchange, OneDrive, and SharePoint Online.

• Insights – The external risk of your organization by looking at guests or the content shared outside against potential sensitive or confidential information at set by the administrator according to rules for Microsoft 365 usage.

• Baseline management – A comprehensive summary of the deployed baselines and the configuration deviations detected within the tenant, It includes a detailed breakdown by configuration source, an assessment of configuration alignment, alignment scores tracked over the past seven days, and analyses of both deviation and accepted deviation trends. Additionally, it presents the Microsoft Secure Score, outlines specific configuration deviation details, and lists the actions for managing and resolving configuration deviations.

• Workspace management – The tenant overview statistics from five perspectives: Workspace overview, Data security posture management, Copilot analysis, Data protection, and Discovery & optimization.

• User management – An in-depth security analytics for identifying and analyzing risky user behavior, enabling effective risk mitigation and ensuring compliance. Additionally, it offers detailed license analytics to monitor license usage and support cost optimization initiatives.

• Risk management – The risk detections by scanning customer tenants for compliance with over 80 standardized configuration rules.

You can perform the following operations to manage templates on the Reports > Template management page:

• Search – You can search for templates by template name.

• Filter – You can filter templates by their generation frequency, creator, and schedule status.

• Generate Report – Click the ellipsis button next to a template, and then click Generate report to generate a report using the template. The following two scenarios will occur:

  • If customers have already been defined in the template, reports will be generated and sent to those customers.

  • If customers have not been defined in the template, you need to select customers whose data will be reported and then choose users who will receive the reports.

    NOTE

    To send a report to a customer, make sure the setting for sending service reports is enabled for the customer, otherwise, the customer cannot receive the generated report. If you choose to send a report to a customer, after clicking Generate report, an email notification will be sent to the customer. The customer needs to verify the email address used to receive the generated report before they can finally view the report.

  • Edit Template – Click the ellipsis button next to a template, and then click Edit template to open the template and then make updates to it.

  • Pause Schedule – Click the ellipsis button next to a template, and then click Pause schedule to pause the template schedule. Click Confirm in the pop-up message to confirm your operation.

  • Restart Schedule – Click the ellipsis button next to a template, and then click Restart schedule to restart the template schedule. Click Confirm in the pop-up message to confirm your operation.

  • Delete Template – Click the ellipsis button next to a template, and then click Delete template to delete the template. Click Confirm in the pop-up message to confirm your operation.

#Create a Report Template

Refer to the following steps to create a report template:

1. Click Reports > Template management > Create template.

2. On the Basic information step, complete the following basic information, and then click Continue:

   • Template name – Enter a name for this template.

   • Description – Enter a description for future reference.

   • How to generate the report? – Select an option to define how you would like to generate the report.

     • Manually generated – If you select this option, you need to manually generate a report for customers using this template.

     • Schedule and automatically generated – If you select this option, you need to configure a schedule, select customers whose data will be reported, and define users who can access the report.

3. On the Data selection step, select the information to be shown in the report. Click Continue to proceed. Before selecting data, you can click View example to view an example of the report.

   • Cloud Backup for Microsoft 365

     • Protected data

     • Backup status (successful, failed, and finished with exceptions)

     • Success rate by workspace

   • Insights

     • Risk summary

     • Risk by workspace

   • Baseline management

     • Tenant monitoring

   • Workspace management

     • Workspace overview

     • Data security posture

     • Copilot analysis

     • Data protection

     • Discovery & optimization

   • User management

     • License analytics

     • Security analytics

   • Risk management

     • Risk detection

4. On the Customize context step, you can use the default context to generate a comprehensive report for all data or upload a customized context template derived from the default template to tailor the report data to your needs. Click Continue.

5. On the Schedule step, define how and when you would like your report to be generated and sent out, and then click Continue.

   • Frequency – Select a value from the drop-down list: Weekly, Monthly, Bi-monthly, Quarterly, and Annually.

   • Send on – Based on the frequency you selected above, select a value from the drop-down list.

   • Start date – Configure a start date.

   • End date – Configure an end date. Select the No end date checkbox if you don’t want to set an end date.

   NOTE

   The scheduled reports will be generated at 12:00 UTC on the day you configured them.

6. On the Access step, select customers whose data will be reported and define users who can access the report, and then click Continue:

   1. Customers – Select customers or customer groups from the drop-down list.

   2. Send report to customers? – Choose whether to send a report to the customers defined above.

   3. Also send to internal users – Choose whether to send a report to internal users. After selecting the checkbox, you need to select internal users from the drop-down list.

   4. Email content – By default, the email only displays a hyperlink to the report. You can choose if a downloadable report attachment should also be included in the email.

      • Only link to the report

      • Both link to the report and report attachment

        NOTE

        If more than 5 customers are selected in the template or the attachment size exceeds the email server's limit, the report attachment will not be included in the email sent to partners.

7. On the review steps, review your configurations. You can go back to the corresponding step if you want to make updates. If everything is fine, click Create to create the template.

#View Report Statistics on the Dashboard

On the Dashboard page, data of service reports to customers is displayed. You can also click Report center in the upper-right corner to go to the view and create reports, or click Create template to create a service report template.

You can view the data in the following sections. Note that only data in the last 6 months is displayed.

Report overview

In this section, you can view the following information:

• Sent (in the last 30 days) – The number of reports sent to customers in the last 30 days.

• Not accessed (in the last 30 days) – The number of sent reports that have not been opened by customers in the last 30 days.

• All sent – The total number of reports sent to customers in the last 6 months.

• Active templates – The number of active report templates.

• Overall report access – The percentage of reports that have been accessed by customers in the last 6 months.

• Report access statistics by customer – The top 5 reports that have been accessed by customers and the percentage of the access rate is displayed for each report.

Schedule

In this section, you can view the following information:

• View data on the calendar – Click the date with a tag to view the number of reports that have been or that will be sent to customers on that date. You can also view the report numbers for each template.

• Reports sent today – The number of reports sent today.

• Monthly template statistics – The top 5 templates with the reports sent in the current month are displayed. You can also view the number of reports for each template.

Activities

In this section, you can view the activities of generating and sending the service reports. To view more activities, click View report history to go to the Reports and history page.

#View Reports and History

On the Reports and history page, the generated reports and their generation history are displayed under the Service report tab. Only the records of the last 6 months are displayed.

You can perform the following operations:

• Search – You can search for reports by customer’s organization name.

• Filter – You can filter reports by generation type – automatically generated or manually generated, report template, report status, and date range.

• View Report – Click the View Report icon next to a report to view the report details. If you want to share the report with your customers, you can click Save as PDF to save the report as a PDF and send it to them offline.