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Audit a shared link report

The Audit a shared link report allows admins to see various actions that any user has performed on a specific shared link over a specified period. The report results are exported as a comma-separated values (CSV) file.

This report is available only when you have the Syncplicity Rights Management feature with your account.

If you know the URL of the shared link, enter it in the Syncplicity Shared Link URL field. Otherwise, enter the Syncplicity folder name, path and file name, which you can find using one of the following methods:

  • If you know the name of the Syncplicity folder containing the file that has been shared, you can use the Syncplicity online file browser to locate the file and note the parent Syncplicity folder and the full path from below the Syncplicity folder to the file.
  • If you have access to the file and it is synced to one of your desktop clients you can use the native desktop file browser (for example Explorer on Windows or Finder on a Mac) to locate the file and note the parent Syncplicity folder and the full path from below the Syncplicity folder to the file.
  • If you do not have access to the file you can ask the user to provide the file's parent Syncplicity folder and the full path from below the Syncplicity folder to the file.
  • If you do not have access to the file, as an administrator you can impersonate the user then go to My Syncplicity and open the file and select shared linkCopy Link, then paste the shared link URL into the Syncplicity Shared Link URL field.
  • You can also use the Audit a user or Audit a folder report to find the Syncplicity folder, the full path from below the Syncplicity folder and the file name for a particular file associated with a particular user or contained within a specific Syncplicity folder.

Create an Audit a shared link report

  1. If entering a folder name, start typing the folder name in the input field. The autocomplete feature assists to locate the user. Click the X icon to remove the selected folder.
    TIP:  You cannot select the Syncplicity default folders, such as Desktop or Pictures.
  2. Enter or paste the exact path and file name (including any extensions) of the file you want to audit into the File Path and File Name input field. Do not use a leading slash and use slashes to separate folders, sub-folders and the file name; for or example: folder1/folder2/filename.ext. If the file is located directly within the Syncplicity folder, in other words it is not located within a folder or sub-folder underneath the Syncplicity folder, only enter the file name (including any extensions) into this field. For example: filename.ext
  3. Enter the Date Range. The default date range for the report is from one month back through today; this range can be changed each time you run the audit a user report.
    • The start of the date range cannot be earlier than January 1st, 2011.
    • The end of the date range cannot be later than today.
    • The maximum range between start and end dates cannot exceed 365 days.

Explanation of the CSV file columns and rows

In the CSV output file for this report, each row provides information on an action performed at a point in time on the specified shared link, during the period defined by the date range which was selected when the report was run.

CSV file columns

Explanation

Syncplicity Folder: Name

The Syncplicity folder name. This is sometimes referred to as a Syncplicity top-level folder within the user's Syncplicity online file browser view.

Syncplicity Folder: GUID

A globally unique identifier (GUID) for the Syncplicity folder. The values in this column allow you to filter down to a view that contains only actions taken on a specific (unique) Syncplicity folder even though there may be other folders with the same name.

Syncplicity Folder: Owner

The full name of the Syncplicity user who is the owner of the Syncplicity folder. The user names in this column allow you to filter down to a view that contains only actions taken on a Syncplicity folders owned by a specific user even though there may be other folders with the same name.

File: Path

If the action performed by the user was related to a folder or file contained within a Syncplicity folder (rather than the Syncplicity folder itself), then this column contains the file path below the Syncplicity folder, excluding the file name.

File: Name

If the action performed by the user was related to a file contained within a Syncplicity folder (rather than the Syncplicity folder itself), then this column contains the file name, including any extensions.

Url: Shared Link Url

The URL of the shared link.

Action: Type

The type of action performed by the user. Refer to the auditable user actions section below for a list of the user actions that are reflected in the audit a shared link report.

Shared Link: Type

The type of shared link: "Public", "Login required", "Password required", or "Login and password required".

Shared Link: Outcome

The outcome of the Shared link accessed action: File download initiated, Login failed, Password incorrect, File access granted, and File preview initiated.

Action: Date and Time: UTC

The date and time when the action was performed in UTC time. The date and time values are formatted in the international date and time format: yyyy-MM-dd HH:mm:ss

Action: Date and Time: UTC<+/-HH:mm>

The date and time when the action was performed in the time zone based on the locale of the administrator's browser session when the report was initiated. The time zone's positive or negative offset (in hours and minutes) from UTC time is included in the column name. The date and time values are formatted in the international date and time format: yyyy-MM-dd HH:mm:ss

Action By: User Name

The full name of the Syncplicity user who performed the action listed in the Action: Type column.

Action By: Email

The email address of the Syncplicity user who performed the action listed in the Action: Type column.

Action By: Device Name

The name of the device from which the Syncplicity user performed the action listed in the Action: Type column.

Action By: IP Address

The IP address of the device from which the Syncplicity user performed the action listed in the Action: Type column.

Action By: Country Code

The code of the country from which the Syncplicity user performed the action listed in the Action: Type column.

Action By: Location

The full name of the location from which the Syncplicity user performed the action listed in the Action: Type column.

Auditable user actions

The table below provides a list of the user actions that are reflected in the audit reports.

Action Type

Reports

Action Description

Shared link created

Audit a user, Audit a folder, Audit a file

A user generates a shared link to a file within the Syncplicity account. The type of shared link security selected is recorded: Public, Password required, Login required, Login and password required.

Shared File Link Participant Added

 

A user adds a recipient to the shared link.

Shared File Link Participant Removed

 

A user removes a recipient from the shared link.

Shared link accessed

Audit a user, Audit a folder, Audit a file

A user accesses a shared link. The access outcome is recorded: Download initiated, Password incorrect, Login failed.

File accessed

Audit a user, Audit a folder, Audit a file

A user accesses a shared link to a file within the Syncplicity account. The access outcome is recorded: Download initiated, Password incorrect, Login failed.

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