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Working with content reports

The Workarea’s Reports > Contents folder contains reports to help you manage the workflow of Ektron content. In most cases, you choose a report that corresponds to a content status, then view content in that status. If appropriate, you can perform tasks on the content. For example, you can check in checked-out content.

This chapter explains how to access the Workarea’s reports folder, set criteria that determine the information on the reports, and actions you can perform on them.

You can generate the following reports:

Approval report

All content awaiting your approval appears on this report. Thus, you can quickly find all such content without searching every folder.

From the approvals report, you can approve or decline content submitted to you.

  1. Go to the Workarea > Reports > Contents screen.
  2. Click the content you want to approve or decline. The View Content Awaiting Approval page appears.
  3. Perform an action.
    • Publish. Accept content changes and publish.

      If there is a subsequent approver in the content’s approval chainA series of users or user groups who must approve content before it can be published., a Submit button appears instead. If you click Publish but the content has an incomplete task assigned to another user, the content cannot be published. Instead, a message appears.

    • Decline. Reject changes and keep current content on website.
      You are prompted to enter a comment for the decline. The author who made the change is notified by email.

      The content as edited by the last editor remains in the file. If you do not want that content to remain, choose Edit.

    • Edit. Check out content and change it if desired.
    • View Published/Staged. Toggle between Published and Submitted versions of content. This can help you compare differences.

The content is either submitted to the next publisher, published immediately, or deleted, depending on its approval chainA series of users or user groups who must approve content before it can be published..

Approve All option

You can approve several content items at once. To do so, check the box in the header row then click Approve All.

You are prompted to insert a comment, which is included in the notification email. The comment cannot begin with a special character.

Checked in content report

Displays all the content currently in a checked-in status.

Checked out content report

Displays all content currently in a checked out status.

After selecting content, check it in using the Checkin button.

New content report

Displays content in a new state, that is, it was created and saved but never published.

Submitted content report

Displays all content in a submitted state. The report contains the following information.

While viewing the Submitted Content report, you can view the content’s position is its approval chainA series of users or user groups who must approve content before it can be published.. Then, ask those individuals to complete their approval.

  1. From the Submitted Content Report, click the content title. The View Content page appears.
  2. Click the Properties tab. The Approvals line indicates the content’s position in the approval chainA series of users or user groups who must approve content before it can be published.. Red text indicates the current approver.

Content pending start date report

Displays all content that was approved, but whose start dates haven’t occurred. Each content item on the report contains the following information.

You may edit content on the Pending Start Date Content report by clicking the content you want to view and using the toolbar at the top of the page, perform any action available.

See also: Scheduling content

Refresh reminder report

Displays all content whose end date has passed and whose archiveThe state of content upon reaching its end date. What happens next is determined by your choice at the content's Schedule tab > Action on End Date options field. Choices are * Archive and remove from site (expire) * Archive and remain on site * Add to CMS Refresh Report option is set to Refresh Report. This content is still visible on the website. Its appearance on this report indicates that it is due for review.

If you review content and decide it should no longer appear on your site, follow these steps to remove it. The content will be visible if you browse to it through the Workarea, but won’t appear to site visitors.

  1. From the Refresh Reminder Report, click the content.
  2. From the View Content screen, click Edit ().
  3. Click the Schedule tab.
  4. Under Action on End Date:, click Archive and remove from site (expire).

See also: Scheduling content

Expired content report

Displays all content whose end date has passed. Such content is no longer visible on the website.

You may edit any content on the Expired Content report by clicking the content you want to view and using the toolbar at the top of the page to perform any action available.

See also: Scheduling content

Content to expire report

Lists all content whose end date will occur between today and a number of days that you specify. For example, if today is January 1 and you select 10 days, the report lists all content whose end date is January 1 through January 10.

After viewing the report, you can click any content and proceed to the View Content screen for it. From there, you can edit information about it, including its end date if desired.

To select the report’s date range, you have 2 options:

After selecting a number of days, click view () to see all content that will expire within that time frame.

See also: Scheduling content

Site update activity content report

Provides a snapshot of the freshness of your website content. Specifically, it lists how many content items were published within a folder and date range you select, organized by folder. For example:

To choose which content items appear on the report:

  1. Choose a Start Date by clicking the calendar icon. You also can choose an End Date using the same procedure. (Today is the default end date.)
  2. At the Select field, choose a folder. The Root folder is the default selection. (Only folders for which you have read-only or greater permission appear.) To change that selection, click the folder name. To select all folders on the screen, click the Select All checkbox. Otherwise, select folders by clicking the corresponding checkbox. There is also an option to Include Sub-folders of the selected folders.
  3. Choose the Report type, which determines the information you will see on the report.
    • Executive View
      • name of each page that was published
      • how many times it was published
      • date it was last published
      • users who published page
      • total numbers are not provided
    • Detail View Example

    • Combined View. Combination of Executive and Detail views.
  4. To exclude users or user groups from the report, use the Exclude Users field. For example, you want to see all updates other than those you have completed. When you click Exclude Users, an alphabetical list of users appears, followed by user groups.
  5. Click Get Result.

Asynchronous log file report

When the Message Queuing and Asynchronous Process are set up and running, you can access a report of any problems with the Asynchronous Processor. You can also email it to any Ektron user.

Prerequisite

Define the path to your website's asynchronous processor service on the Settings > Configuration > Setup screen's Asynchronous Processor Location field.

To access the Asynchronous Process log:

  1. From the Workarea, click Reports.
  2. Click Contents > Asynchronous Log File Report.
  3. Any problems appear on the screen.

Search phrase report

See Using a search phrase report.

Preapproval groups report

Lists all preapproval groups assigned to folders within Ektron. To access it, go to Workarea > Reports > Contents > Preapproval Groups. See also: Setting up an automatic task for pre-approving content

Bad link report

Lists invalid links to external URLs within your content. (An invalid link returns an error code to your browser.) The report lists the following information about each item that contains a bad link.

NOTE: The report does not check quicklinks embedded in the content.

The report scans the following types of content.

When the scan is complete, the report lists any item that includes an invalid URL. From the list, you can click a button to access the item, then update or remove the bad link.

To run the Bad Links Report, go to Reports > Contents > Bad link report. You immediately see its status, either Done or Running.

Fixing a bad link

  1. Click Edit ().
  2. Select the indicated text.
  3. Right-click and select Set Link Properties to access the hyperlink dialog.
  4. Update or remove the bad link.
  5. Save your changes.

Excluding pages from the bad link report process

You can exclude links or pages from the Bad Link Report process because it is unnecessary or undesirable to test them. For example, you want to exclude pages with

  • links that log out of the site or Workarea
  • links that go to Pay-per-Click
  • links that start another process or register an event
  • links to new content you have not published

To exclude pages from this process:

  1. Edit the file [siteroot] > Workarea > ekbadlinkrpt.excludes.
  2. Enter a string to exclude—one per line. Any URL that contains this string is excluded.
    Examples:
    • gif would exclude all links ending with .gif
    • /commerce/cart excludes links to /commerce/cart.aspx and /commerce/mycart.aspx.
  3. Save the file.

The following shows an excluded URL on the Bad Link Checker status page.

Content flags report

Display a list of flags assigned to content. See also: Defining flags for content

Content reviews report

Has pending reviews. See User-ranking of content for more information. See also: Viewing pending reviews

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