ArcGIS Online

Introducing Organization Reports for ArcGIS Online administrators

Administrators are constantly seeking more efficient and effective way to manage their organization members, their content, credits, activities and more. When managing an organization with a large number of members, it is important to identify and plan administrative tasks such as emailing a list of members, deleting members during spring cleaning and transferring content from one user to another. Administrators have been asking for a simple way to export critical information about their users and content so it can be analyzed, tracked and stimulate actions. In the past, administrators could generate different types of reports for reference by writing custom scripts or using other tools.

Starting from June 2020 ArcGIS Online update, administrators can create reports for the entire organization as a CSV file, and use the reports to answer a variety of common questions about their organization members and content. In the future, additional types of reports such as member level credit usage will be available.

What does the report look like?

Reports can be downloaded and opened in various applications such as Excel to sort, filter and analyze.

One type of report available with the June 2020 update is the member report.  It allows administrators to query and monitor all user accounts and understand the status of the accounts.

First part of organization member report
Second part of organization member report

Most fields in the item report should seem familiar, such as Username, Name, Email, User Type, Last Login Date and Date Created.

Profile Visibility indicates if the user profile is set to public, account/organization or private.

Role is the role assigned to the user, which can be either default or custom role. Account_user and account_publisher refers to the default role of user and publisher.

If your organization enables the credits budgeting, the number of Available Credits shows the actual number of credits available to the user, or “-1” which means the user accesses to all credits. Otherwise, Available Credits shows NaN which means “not a number”.  Add-on Apps shows a list of add-on licenses in the Licenses section of My Settings for each user.

The second image above is a continuation of the members report and provides some high level information about the content and groups owned by the users. This can be helpful to gauge how a member in your organization is using ArcGIS Online in terms of content and group creation. It also can be helpful when users need to be deleted from an organization.

The other type of report available with the June 2020 update is the item report. This provides a comprehensive list of items in the organization and can help to provide a broad overview of content to administrators.

First part of organization item report
Second part of organization item report

Most fields in the item report should seem familiar, such as Title, Item ID, Item Url, Item Type, Owner, Date Created and Modified. There are a few additional fields that can provide deeper insight into the status of organization items such as content category, view counts, tags and number of comments. These fields can be helpful to understand how users have used content categories and tags for each item, as an overview and can help administrators identify the items that have received the most views. Share level indicates how the item is shared, whether just with the owner, organization or public. The number of groups shows how many groups the item is shared with, making it easier to identify items shared across many groups. Based on the information available in the report, administrators can understand an overview of the content for each user and the entire organization, identify popular items, public items or any items that need to be removed.

How to create and browse reports in your organization?

To locate the report creation tool, login your organization as an administrator. Go to Organization > Status > Reports and create a new report. Select the type of report that you want to generate and give it a meaningful name such as purpose of the report and/or creation time for future reference, then click generate report. The default title of an item report is OrganizationItems _<CreationDate>. The default title of a member report is OrganizationMembers _<CreationDate>.

Report creation tool is under Organization > Status > Reports when logged in as an administrator

The reports are generated asynchronously, so you may need to wait a few minutes before you see the resulting report on the reports tab. As the reports are run asynchronously, the report is generated by ArcGIS Online before it appears in your organization. This means there are no limits of number of items or members that can be included in the report. Once the report is generated, it can be viewed and downloaded on the reports tab on the status page, and in the content of the administrator who created the report.  In addition, any reports can be viewed and downloaded by any adminstrator in the same organization.

You can easily find administrative reports that you own in your content by filtering by the item type “Administrative Report”. They can be renamed or assigned to a content category as same as the rest of the content. To reduce any duplicated reports, an administrator can only create the same type of report once per hour.

Tip

When the title of the item or username includes non-English characters, remember to import to an application such as Excel using UTF-8 encoding to ensure the display of those characters is correct.

Tips for opening the report with non-English characters

 

ArcGIS Online never stops improving your experience by delivering powerful features in an easy-to-use interface for both users and administrators. For administrative reports, we are looking to include a report about credit usage in the future, as well as moving the organization activity log csv to the reporting page, to make use of the asynchronous capabilities. Please keep sharing your ideas and thoughts about how you manage your ArcGIS Online resources and other reports that you would like to see in the future. For more information about administrative reports, see the ArcGIS Online help.

About the author

Julia Yunzhu Shi

Julia is a Product Manager on the ArcGIS Online team. She has been with Esri since fall 2006.

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