Ontic Advanced Reporting
Release Date: January 20th, 2023
Last Update: April 14th, 2023
What it is: Ontic’s Advanced Reporting is the expansion and unlocking of the data within Ontic and the ability to report on that data to your stakeholders and content consumers.
Users will have the ability to continue to create reports on Entities and Investigations, in addition to creating more insightful reports on Metrics and Assessments.
The primary components of the new advanced reporting are:
The ability to add content through object widgets
Perform editing - adding and removing content
Permissioning around internal and external Users of Ontic
The following document is to provide detailed information on each of the components of reporting on what they are, why it's necessary, and how to leverage them.
Why it matters: Our Advanced Reporting is built to leverage the robust data stored within the Ontic platform.
It allows Users to maintain governance and control over data and PII security of data
Previous pains included rigidity in the data that could be added to a report, inability to edit field contents and add or remove content from standard report templates
TABLE OF CONTENTS
- Advanced Reporting Features
Advanced Reporting Features
Permissions, Roles & Layout Configuration
Roles and permissions support for reports
What it is: Controlling which Users have the permissions (create, edit, view, share, and delete) for various types of Ontic reports (Entity, Investigation, Assessment, Custom, etc).
Why it matters: Locking down who can do what in regards to reporting is a critical component of a scalable, governable reporting framework.
How it works: Go to the 9-box menu → Admin → Roles → Click on Action (Permissions).
See below for each type of report and how to enable permissions for the associated Users:
Entity Reports
Investigation Reports
Incident Reports - navigate to the Signals section and Incidents sub-section
Custom Reports (please contact your success manager to enable custom reports)
Adding Reports to Entity and Investigation Layouts
What it is: The ability to add Reports within Entity and Investigation layouts.
Why it’s important: Users need the ability to easily access all of the draft or published reports within an Entity or an Investigation.
How it works: Go to Admin → Layouts
For Entity Layouts:
Go to the Entity Layout tab
Choose the layout you would like to edit
Click on Header Layout
Click on Add Tab and choose Reporting to add it
Click Save, now you will see a Reports tab when viewing an Entity
For Investigation Layouts:
Go to the Investigation Layout tab
Choose the layout you’d like to edit
Click on Overview Layout
Click on Add Tab and choose Reporting to add it
Click Save, now you will see a Reports tab when viewing an Investigation
Advanced Reporting Templates
Creating Templates
What it is: Create multiple templates, each customized for any specific widgets, standard fields and custom fields you want to display in Entity, Investigation, or Incident reports.
Why it matters: Templates save Users time by standardizing configuration options, widgets and sharing defaults. They also help maintain governance and consistency across reports.
How it works: Go to Admin → New Report Templates
From here, you will need to create the necessary templates for the different asset types; Entity, Investigation, & Incidents (contact your success manager about custom reports for metrics). Select Create Report Template in the blue box in the upper right corner.
Any existing reporting templates from the previous version of reports for Entity and Investigations have been migrated to the new reporting framework. Users may have existing reports exposed prior to clicking on ‘Create Report Template’.
If existing template reports are present you can select those from the dropdown to continue building. If you are creating new base templates, select the Create New Template button.
From here, choose what type of report template you’d like to build: Entity, Investigation, Incident, or Custom
Click Continue. You can now start customizing your report template.
Template Configuration & Settings
What it is: Templates and Reports will all have three Report Setting selections (General Settings, Report Content and Report Restrictions) which are found on the left side of the page. Each will have distinct report configurations within.
General Settings - Users will be able to set the display of the report with options to include or remove a cover page, report page header and report page footer. Each of these has a slide bar to turn on or off.
Report Content - This displays the report widgets that have been added (widget instructions) with the ability to adjust the position of those widgets within the report.
Report Restrictions - From the template the creators have the ability to set certain restrictions and permissions for the reports. Some of these restrictions are also configurable during actual report distribution.
Report Restrictions:
Users can control the lifetime of the report, location from where Users can access the report, and whether the contents of the report can be copied or not.
Users can restrict report downloads – allowing Users to share reports, with no ability to download a PDF from the report (currently defaults to enabled).
Users can add platform Users and external Users while creating a report template.
Users can restrict the entire report from editing so that Users can simply publish the report in a single click
Why it matters:
If these restrictions are defined at template level, Users can easily generate reports without worrying about sensitivity of the information and security of the report. This will also save time.
If the Admin believes that no editing is required or if certain widgets should be restricted from allowing edits to the stored information, that can now be done.
How it works: From within your template, on the left rail, click on the Report Settings dropdown. From here, you’ll have the ability to toggle and configure:
Template editing restrictions - restrict end Users from editing template while building a report
A default senders list - establish a default senders list when a specific template is used. Before publishing the report, these Users can be removed and others added.
Link expiration date - choose a specific time you would like to have the report expire after.
Restrict copying - prohibit recipients from copying text within a report.
Restrict report downloads - restrict recipients from downloading a report as a PDF.
Recipient location - allow only recipients in specific countries to see a report.
Report Widgets
What it is: Every report configuration will have report widgets that are composed of at least one of the following sections: universal widgets, asset widgets (eg. Entity, Investigation), standard asset fields, and custom asset Fields. A free form custom report will have the universal report widgets to create reports that do not need to be tied to a specific asset object type (ie. Entity, Investigation, etc.).
Why it matters: Having these defined widget types will assist in navigating and building out a report template or customizing an existing template.
How it works: Click on Add Widget, which will open a window to select the types of widgets to add.
Within the report screen, there are various widget customization options. On the left side of the screen is the show/hide button for report editing options. From the report content tab, all of the added widgets will be displayed.
Any widget from this menu can be dragged and dropped to re-adjust content of the report.
Widgets can also be added to the report, by clicking on the blue plus icon within the report.
Widgets will also have configuration options associated with them. The widget configuration is accessible from the right side of the screen, and can be toggled on or off with the widget configuration show/hide button.
Universal Basic Widgets & Controls
What it is: Universal basic widgets and controls will be available no matter what type of report you are building (Entity, Investigation, Custom, etc.). Users can add various basic layout widgets - paragraph, remark, table, headings, dividers, PDFs, media images and Metrics.
The majority of content for these widgets will be provided by the report author. Some of these widgets can pull data from the linked asset (eg. Entity or Investigation). A basic definition of each is below:
Paragraph - Long free form text field with rich text edits, to provide any content the User wishes to add
Remark - Highlighted short free form text field to provide short commentary on an adjacent widget
Table - Empty free text table where the User adds text content to the rows and columns to present data in another format
Headings - Three free form heading types can be added to the report to provide section and subsection flow to the report
Dividers - Visual division of the report between widgets and or sections
Section - An additional method to divide a report with section title and following data
PDF - Ability to add PDF files that are already saved to an Asset (Entity/Investigation) or, the ability to add external PDF files to the report
Media - Ability to add image files that are already saved to an Asset (Entity/Investigation), or ability to add external image files to the report
Metrics - Add metrics widgets from existing Metrics dashboards
Users can lock widgets while creating a report template by simply clicking on the lock icon on the widget. This will prevent Users who generate the report from being able to remove or edit those widgets.
Users can resize widgets in the report when two or more widgets are added in a single row
Why it matters:
Flexibility in providing the content and resources to create customized reports within one solution. Users can add commentary, headings, media, and PDF files.
If Users want to add more than one widget on the same row, widgets can be resized to make a report more attractive or easier to read.
How it works: Click on Add Widget on the left rail within Report Content, OR, click on the plus sign within the report itself to bring up the basic widget options.
Select an option from the Basic Widgets section, and click Add to get started:
Widgets Features
The Basic Widgets have multiple features and properties including the ability to put widgets side by side, adjust the width, rich text editing, create hierarchy within the report, internal & external file additions, metrics versatility, and the ability to lock sections of the report.
Side By Side Widgets
What it is: The Paragraph, Remark, Metrics, and Media widgets can be added to one another side by side. This functionality is not available with other report widgets.
Why it matters: Users have the ability to create unique layouts and call out specialized content.
Resizing widgets:
To reorder and resize widgets, click and hold on the dragger that you see between widgets to resize your widgets.
Rich Text Editing
What it is: Fields in Ontic widgets such as Paragraph, support rich text editing to change the attributes such as color, size, bold, underline, and more.
Why it matters: Ability to create unique layouts and call out specialized content.
Create A Table of Contents With Headers
What it is: With the use of the Heading 1, Heading 2, and Heading 3 widgets, a defined structure can be placed on the report for better navigation upon sharing.
Why it matters: Cleaner structure and visual breakdown of the report from a high level.
Create Reports With Internal or External Content
What it is: The Media and PDF widgets allow Users to add content to the report that may already be associated with an Object (eg. Entity/Investigation) such as photos or documents added to the files section. Users can also add content saved to their local device.
Why it matters: Provides greater flexibility as all content necessary for the report may not have been added into Ontic prior to creating a report.
Table
What it is: An information table, where the User adds content (either free text or Ontic data fields) to the rows and columns to present data in another format.
Why it matters: Enhancing configurations to contain standard or contemporaneous tables.
How:
Choose the Table widget from the basic widgets.
With the Table widget in the report, the information can be displayed vertically or horizontally by clicking on the table preferences.
Additional rows and or columns can be added to the table by clicking on the three dots in the column or the row. The rows or columns can also be deleted using the same.
Ontic field data can be displayed in the table. Select Add Field from the three dot menu to choose a field to display. The field name will be displayed in the heading and corresponding data in the following row or column depending on the orientation of the table.
Metrics Widget Versatility
What it is: The ability to select and insert multiple widgets from the configuration panel.
Why it matters: Reporting of metrics will not be confined to one area of the platform.
How:
Choose the widgets within one dashboard. Add those widgets to the report.
Add widgets from the second metric dashboard.
Locking Widgets:
What it is: Ability to lock widgets while creating a report.
Why it matters: Limiting who has the ability to remove or edit those widgets.
Entity Widgets
What it is: Entity Reports support widgets that are customized specifically for data, metrics and information pertaining to an Entity.
Entity widgets are only compatible with Entity Reports and cannot be added into a Custom, Investigation, or Assessment Report.
Why it matters: This allows Users to embed metrics into a report in a way that is quick, efficient, and relevant to the Entity.
Entity widgets include:
Connections - embed Entity connections into the report
Timeline - embed a historical view of signals related to the Entity
Public Records - details of public records associated with Entity
WAVR-21 widgets - includes support for Grid, Intake, Worksheet and Risk Narrative
Key value - apply a set label to the Entity
Linked assets - add a table with details of investigations that Entity is involved with:
In the side pane, give the Linked Asset a Label
Select Assets → choose between Investigations, Incidents, or Principals
Choose the Reference Type, which determines the logic in which Investigations will be linked.
You can also apply filters within the data that is displayed, such as Sub- Types, Tags, etc.
Columns can also be arranged/removed within Column Configuration
Entity Overview - includes key information like name, avatar, ENT#, RFI and Security Directive. This Widget will automatically populate at the top of a new Entity Report.
How it works:
To add an Entity widget when customizing a report, in the Report Content menu, click on Add Widget. Click on Entity Widgets to display the options. If you don’t see this available, confirm that you are in an Entity Report.
Investigation Widgets
What it is: Investigation Reports support widgets that are customized specifically for data, metrics, and information pertaining to an Investigation.
Investigation widgets are only compatible with Investigation Reports and cannot be added into a Custom, Entity, or Assessment Reports.
Why it matters: Users can quickly apply widgets that are well-suited for Investigation Reports, so you can efficiently build out reports with actionable and relevant information.
Investigation widgets include:
Connections - includes related Entities, attached Investigations and Assessments and other related info pertaining to the Investigation.
Timeline - Includes a breakdown of how the Investigation progressed, including status updates, Risk Level changes, and when the investigation was closed.
Key Value - Apply a label and a description with free text entry
Linked Asset(s) - can be configured to show linked Entities, Principals, or Incidents with the case. You can also apply filters and sort the columns with the fields you want to display.
In the side pane, give the Linked Asset a Label
Select Assets → choose between Entity, Incidents, or Principals
Choose the Reference Type, which determines the logic in which Investigations will be linked.
You can also apply filters within the data that is displayed, such as Sub- Types, Tags, etc.
Columns can also be arranged/removed within Column Configuration
Investigation Card - includes key info such as INV#, Category and Date. This widget will automatically populate at the top of a new Investigation report.
How it works:
To add an Investigation widget when customizing a report, in the Report Content menu, click on Add Widget.
Custom Field & Business Objects Widgets
What it is: Ability to add any Custom Field or Business Objects field for the respective asset (Entity, Investigation, or Incident).
Why it matters: Ability to create in-depth reports with the breadth of data captured in Ontic.
Creating Advanced Reports
Creating Entity Reports (ie BOLO Reports)
What it is: The ability to share Entity reports with internal and external Users, who are authorized to view the report and if other Users (unauthorized) try to open these links, access will be denied to them.
Why it matters: Ability to give the holistic view of the Entity when it is shared with other Users.
How it works: From within an Entity, click on the report icon () from the top right of the entity screen:
You’ll be taken to this screen:
From this screen:
Choose the appropriate template built in the admin section
Update the report name and description
Preview the report on the right side of the screen
Select the Continue Editing button to make any further tweaks to the report before publishing if needed
The report can be Published prior to or after editing. Select the Publish () button to finalize the report
Once the report is “Published” a User has the option to Download or Share the report
Download, will create a pdf file of the report that downloads to your local device. The report can still be shared with others after the download. Select the Publish button to share with Ontic Users or External Recipients (details of the sharing process are detailed further below in these notes.
Creating Investigation Reports
What it is: Ability to create Investigation reports, including INV-specific widgets, standard fields, custom fields, and standard reporting widgets.
Why it matters: Ability to give the holistic view of the Investigation when it is shared with other stakeholders.
How it works: When properties are enabled then only the Reports role and permission section will be visible under Role → Action Permission → Investigation.
Upon enabling properties, the Create Report option will be visible from the expanded three-dot menu of an Investigation. The report creation process is the same as the process for Entity reports above.
Creating Incident Reports
What it is: Ability to create Incident reports, utilizing the basic widgets, standard incident fields, custom fields, and business object fields.
Why it matters: With the new reporting framework Users are able to create full customizable incident reports with the same sharing and tracking capabilities as entities and investigations.
How it works: Ensure that the properties are enabled for Reports in the role and permission section. From the main menu navigate to Role → Action Permission → Incidents, and select role permissions.
Upon selecting create report, the report can be published as is or the User can select Continue Editing, to edit information or add additional content. Upon completion of editing, and publishing the report, the User will have the ability to download or share the report with other internal Users or external recipients.
Within an Incident, previously created reports are visible from the Incident Report History selection. This can be used to access incident reports that were saved but not published, or additionally share reports that were already distributed.
Creating Open Ended Custom Reports
(Contact your Success Manager to enable this functionality)
What it is: Create and generate custom reports that are not directly tied to an Ontic Entities, Investigations, Incidents, or Principals. Users can create reports utilizing the enhanced reporting features including content from outside of Ontic or create templated reports that can be based off of Ontic metrics for further flexibility in metrics reporting.
Why it matters: Previously, Users were unable to add analysis, metrics, custom header, footer and other widgets in the report before generating it.
How it works: To create a template go to the 9-box menu → Report Templates, select Create New and select for Custom, a template report will need to be saved first, prior to creating the first custom report.
Once a template is established, a User starts from the Ontic main menu / 9-box menu → Reports. Click on Create Report; then choose from a custom template and select continue editing.
Custom reports only include the Universal Basic Widgets, since these reports are designed to be open reports that are only tied to Ontic Metrics. (see below for details on those widgets)
Custom reports either in draft or shared are only accessible from the Reports section of the main menu.
Basic Widgets: paragraph, remark, table, headings, dividers, PDFs, media images and Metrics.
Paragraph - Long free form text field with rich text edits, to provide any content the User wishes to add
Remark - Highlighted short free form text field to provide short commentary on an adjacent widget
Table - Empty free text table where the User adds text content to the rows and columns to present data in another format
Headings - Three free form heading types can be added to the report to provide section and subsection flow to the report
Dividers - Visual division of the report between widgets and or sections
Section (coming soon) - An additional method to divide a report with section title and following data
PDF - Ability to add PDF files that are already saved to an Asset (Entity/Investigation) or, the ability to add external PDF files to the report
Media - Ability to add image files that are already saved to an Asset (Entity/Investigation), or ability to add external image files to the report
Metrics - Add metrics widgets from existing Metrics dashboards
Users can lock widgets while creating a report template by simply clicking on the lock icon on the widget. This will prevent Users who generate the report from being able to remove or edit those widgets.
Users can resize widgets in the report when two or more widgets are added in a single row
Creating Assessment Reports
What it is: Users now have the ability to generate a custom report using the Create a new report option from Assessment dashboard
Users can customize the report, import basic widgets, principal widgets, PDF files, media and edit the text in Assessment widgets
Users now have the ability to share the report with other platform Users and external stakeholders as a secure link via email
Users now have the ability to enable time, location and text copying restrictions on reports
Why it matters: Using this feature, Users can create a customized report and add any information related to an Assessment they think is relevant.
How it works: Assessment reports are generated from within each individual assessment. A User will need to open the particular assessment. Open the Assessment → click on the three-dot menu → select Create Report
Like the other reports a User can choose to publish the assessment as is or can select Continue Editing. After editing and or adding any desired additional widgets, click on Publish when ready to finalize and distribute.
Draft and published Assessment reports will appear in an Entity’s Reports tab (if Reporting is enabled in layouts):
Sharing Advanced Reports
Generate & Share Entity (BOLO) reports via OTP protected links
What it is: Ability to share BOLO reports with other platform Users as well as external stakeholders who are authorized to view the report. Any unauthorized people who try to open report links will have access denied to them.
Links shared will be OTP (One Time Password) protected. After successful verification of the link, the report opens up. Two-factor authentication protects the digital content from getting misused by unauthorized Users by providing an extra layer of security.
Why it matters: Currently, Ontic Users can download reports and forward it to non platform Users as an attachment which is not restricted in nature. No tracking capability is available. Users can not share the reports directly with external Users without downloading it. Once a report is downloaded, it could be shared by anyone.
How it works: Report sharing is completed after a report is Published. From any report generation path the User will have the option to publish the report and either Download or Share the report. The User will select Share to distribute an Ontic url link for the report. An Ontic User or an external recipient will receive the url link. The following share report screen will be displayed.
Ontic Users can be added via the Select Option dropdown. External recipients can be added by selecting the Quickly Add button and a screen to add the recipient name and email address will be exposed.
After Selecting the recipients, additional report sharing and report restriction options are available at the bottom of the Share window. In the section labeled Apply Report Restrictions, select Add.
The report share restrictions include the following:
Set link expiry date
Restrict text copying
Restricting downloads of the report.
Restrict report access outside selected countries
Each share restriction has a slide bar. When the slide bar is gray the restriction is not enabled. When the slide bar dot is to the left and the slide bar is blue the restriction is enabled. Ontic defaults to Restricting Report Downloads upon sharing. Within the template creation this restriction can be disabled if necessary. Otherwise each Share will have the Restrict Report enabled.
Once all options are entered for recipients and restrictions the User will select share and the url link to the report will be distributed.
Recipients of the Shared Reports
Recipients of the shared report will receive a shared report notification (in platform if an Ontic User) along with a link in their email inbox.
Upon clicking on the “View in Ontic” link, the recipient will be directed to Ontic. If the recipient is an Ontic User and logged in to Ontic they will go directly to the report. If the recipient is an external party they will receive an OTP protected link. The User will receive a secondary email message with an OTP code in their mailbox. Upon entering the valid OTP, the report will open up.
Recipients will be able to view the shared report via the shared url link as long as the link is active. The time length of the link is set during the sharing restrictions step. If the link is no longer active the recipient will view a message stating such when navigating to the shared link.
Downloading published report links as PDFs
What it is: Recipients of shared links to an Ontic report,have the ability to download the report. When sharing the report, Ontic Users can give access to the recipient of the shared link to download the report. The recipient of the link can be an Ontic User or an external party. As soon as they click on the report link, recipients who are allowed to download the report will be able to see the download button.
Why it matters: Users need to make printouts of the report and share them with other departments or roles.The ability to download a PDF, and print a report will make it easy for Users to disseminate the details.
How does it work: Click on Publish & Share. Apply the desired Report Restriction to Disable Download Report. Select Users and share the report.
The recipient must go to their email and click on the link to see the Download button.
Sharing Advanced Reports
Generate & Share Entity (BOLO) reports via OTP protected links
What it is: Ability to share BOLO reports with other platform Users as well as external stakeholders who are authorized to view the report. Any unauthorized people who try to open report links will have access denied to them.
Why it matters: Currently, Ontic Users can download reports and forward it to non platform Users as an attachment which is not restricted in nature. No tracking capability is available. Users can not share the reports directly with external Users without downloading it. Once a report is downloaded, it could be shared by anyone.
How: Once a report is published an Ontic User has the option to download or securely share the report. In the share process internal ontic Users can be listed and external recipient emails can be listed. Once all of the share permissions and restrictions are entered, the User will share the report. A secure url link will be sent via email to those internal and external recipients.
Shared links will be OTP (One Time Password) protected. After successful verification of the link, the report opens up. Two-factor authentication protects the digital content from getting misused by unauthorized Users by providing an extra layer of security.
Shared Link Report Dashboard
What it is: A dashboard of all of the reports shared with an internal Ontic User or an external recipient of a shared report.
Why it matters: The ability to manage all of the emails that could be received by a recipient, they need the ability to have a dashboard view of all of the reports that have been shared with them.
How: Upon logging into Ontic an existing Ontic User will navigate to the Home Page → then the Quick Links section → Links shared with me selection.
Upon clicking on Links shared with me, the user will be directed to the following dashboard.
External recipients when accessing ontic via a valid report link, they will also be able to navigate to this shared links dashboard to review other reports that have been shared with them.
Recall Shared Link Report
What it is: Ability to deactivate access to all shared recipients of the url link for the report.
Why it matters: Users will need to quickly deactivate all of the recipients of a shared link.
How: Navigate to the asset (entity, investigation, or incident) and then the reports dashboard for that asset. On the right side of the dashboard each row will have a three dot action menu. Select the three dot action menu, and select the Recall button. A confirmation screen will appear to confirm that the report should be recalled.
Shared Report Link Activity
What it is: Details of those report recipients that have viewed and or downloaded the shared report.
Why it matters: An additional compliance and confirmation mechanism to allow Ontic Users to know that the reports they are sharing are being reviewed and action taken upon them. Providing details of consumption go further than just emailing a report to a recipient internal or external.
How: Navigate to the asset (entity, investigation, or incident) and then the reports dashboard for that asset:
On the right side of the dashboard each report that has been shared will have View Activity in the Link Activity column.
Select View Activity, which opens a new window, displaying:
counts of recipients the report was shared with
how many views each has had, and downloads.
details of report activity below:
Report Creation / Editing Tips
Sharing
Report can be saved as a draft and can be edited after building
Published reports cannot be edited
Users can share reports via an OTP protected link to internal Ontic Users or to external recipients via their email address
Published reports are directly shared to email addresses
Shared reports and reports in a draft state are stored within their respective assets (entity, investigation, incident), under the Reports tab.
An Entity report is only stored in that Entity
An Investigation report is only stored in that Investigation
An Incident report is only stored in that Incident
The reports tab has to be added to respective User layouts
Custom reports shared or in draft status are only visible from the “Reports” selection of the main menu.
The Ontic Home page, quick links section has a shortcut to view all reports that have been shared with the User. External recipients who are not Users in Ontic also have access to a shared links dashboard.
Editing
Add analysis while generating a report
Add headings, header, footer, dividers, sections, media, & metrics
Re-order the sequence of sections in the report via the right report setting menu
Drag and drop files stored in your local drive
Create a report using a predefined custom template.
Draft reports and published reports will be seen under the Reports tab of an Entity