This reporting interface was introduced in 2018 as a replacement for a statistics function that was no longer good enough for the modern web. The interface introduces snapshots of data so that you can, for example, see how many accounts you had on a day and how that varied over time. It also introduced authentication reports (signing into OpenAthens) alongside the more traditional reports on transfers to resources (resource access) and now allows you to report on custom attributes you can add to your own schema.
This section of the documentation is split into sections that cover viewing the reports and the options for saving or scheduling them. Start with the data explorer section.
How do I access the reports?
There's a link in the administration area (top bar and in the statistics menu), or you can sign in directly at https://reports.openathens.net
The interface only shows statistics from 2018 - how do I get older stats?
To provide the richer reporting options we had to record statistics in a different way which made them incompatible with the old tables. We were able to keep the old interface live until the end of 2018 for the collection of older data, but that time has passed.
There's something I can't do that I could...
If this about something you did with data once you got it, then you can almost certainly achieve the same result, but it may be in a different way. The only report you can't get any more is the one about users who haven't accessed any resources.
How can I best take advantage of the new options and features such as reporting by job role or similar?
I just accessed something and it hasn't appeared?
To ensure that network problems don't mean the loss of any statistics, the process that aggregates the data works two hours behind. This means it takes between two and three hours before data appears in the hourly reports. Similarly, you won't see the data for Tuesday until 02:00 on Wednesday
Are they in my timezone?
By necessity we have to record and process them in the UTC timezone. If you are near the dateline then this can make looking at individual days more challenging, but it balances out when you look at longer periods.
What's the difference between a transfer and an authentication?
An authentication is the act of signing in. With OpenAthens a user would typically only sign in once per session and then go on to access one or more resources. Authentications are covered by the account reports.
A transfer is us sending the user back to the resource or service that sent them to us. We send your chosen attributes back with the user and count a statistic for the resource based reports.
Transfers and authentications are not expected to match - transfers will generally be the higher number, but it is not impossible for authentications to be higher.
Why can I only see data for one organisation?
The report will initially default to showing you data for your own organisation as this will be what most people need, most of the time, but all reports have options to include sub-organisations via the scope control, and the interface will remember your last setting (uses a cookie).
If you regularly need reports with different scopes, you can schedule them to be generated for you daily, weekly or monthly.
Can I get API access to the data to create my own reports?
Yes. At the moment it's in beta and only for resource access reports - see: Fetching statistics reports via the API
Can I get per-user reports?
Not by default, but you can set any attribute (including username) as reportable via the schema editor. You should check out the page about reports and privacy before you do though.
I have a question about GDPR...
These should be addressed to our data protection officer via the service desk.
Are OpenAthens reports COUNTER compliant?
This is covered by its own COUNTER stats FAQ
Our organisation uses the auditing feature when it comes to renewing accounts, will the process change?
Audit has always been a separate function and the new activity streams are no different. OpenAthens accounts already have an activity tab, and there is also a central activity hub to perform the functions of the old audit function. Activity streams are being added to local accounts.
What happened to the daily and weekly summary emails?
This was a function of audit and a similar email is going to be re-introduced after the activity service is fully available for all account types
Is it possible to see access broken down by each database / journal within a resource (e.g. Cengage, BMJ, etc)?
Unfortunately not. We only see the part where the user signs in so can only report on that - what the user does after they are authorised by the resource is only visible to the resource and the user.
Can I tell the difference between total accesses and how many individual accounts for a particular resource?
Yes. You can either show the resource as one of the series or download the table view.
Can I get reports particular sub-organisations without having to impersonate each?
For account usage you can do it in the interface by setting the scope of the data to ‘all organisations’ and then the breakdown to ‘organisation’. More reports may get this option in the future.
For resource usage it is best to use the save to my computer function as that data includes organisation names and ids.
Can I see where the accesses were from?
Yes. This is available on the Accounts > Usage report (successful authentications), and you can break down by country or network. These reports are informative rather than diagnostic.
Is there a way to export the graphic, and not just the data?
There isn't an export option but the scheduler function can send read-only views of the reports it generates to anyone you specify, and most operating systems have a facility for capturing part of the screen as an image - Windows has its snipping tool and Mac users can hit Shift+Command+4.
Can I get usage broken down by resource with total usage for that month by things like job role, permission set, group i.e. a spreadsheet with rows of resources and columns of job roles (et al)?
Yes. Clicking on resources as the breakdown gives you a secondary breakdown option. Downloading the report will give you more choice in how it is displayed.
Why do some reports seem to count the same thing more than once?
This happens when a user has a reportable property with multiple values - e.g. they might have both the staff and student role and each value will include that user’s stat when you break down a report by role. In most cases this is the desired behaviour but it does mean the column totals should be ignored on those breakdowns. Permission sets are the only default breakdown where you might run into this.
How long will the report data be kept?
The raw data is kept for as little time as is necessary. Aggregated data based on your sets, groups and your selected attributes will be kept for 4 years or until your domain is deleted, whichever is sooner.
What else can we break reports down by?
You can set almost any custom attribute you add to your schema as reportable and these will all be aggregated for reports. You can easily have things such as Job role, Cost centre, Department, Major etc.