Ontic Advanced Reporting
Release Date: January 20th, 2023
What it is: Ontic’s Advanced Reporting framework 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
Grant permissions 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 framework 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 inability to 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: Navigate to 9 dot 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
Custom Reports (Please inquire with your success manager to enable custom reports)
Adding Reports to Entity and Investigation Layouts
What it is: The ability to add ‘Reports’ to the layouts within Entity and Investigation layouts.
Why it’s important: Users need the ability to be within an Entity or an Investigation, and easily get to all of the draft or published reports for the asset.
How it works: Go to Admin → Layouts
For Entity Layouts:
Go to the Entity Layout tab
Choose the layout you’d like to edit
Click on 'Header Layout':
Click on ‘Add Tab’ and Choose ‘Reports’ to add it
Click save, and when viewing an Entity, you will now see ‘Reports’ as a tab
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 ‘Reports’ to add it.
Click save, now when viewing an Investigation, you will see ‘Reports’ as a tab
Advanced Reporting Templates
Creating Templates
What it is: Create multiple templates, each customized for specific widgets, standard fields, and custom fields you want to display in entity or investigation 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 you can report on (currently Entity, Investigation & Metrics). Select “Create Report Template” in the blue box in the upper right corner.
With existing reporting frameworks in place for Entity and Investigations, we will be migrating those templates into the templates section prior to deprecating the existing reporting framework. You 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 the new base templates, select the blue box with “Create New Template”.
From here, choose what type of report template you’d like to build: Entity, Investigation, or Custom Report:
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 user 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 certain widgets are important and not be allowed to edit 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
Users that you want to have on the ‘default’ senders list when that template is used before publishing the report, these users can be removed and others added
Link expiration date - choose the amount of time you would like to have the report expire after
Restrict copy text - restrict recipients from copying text
Restrict report download - restrict recipients from downloading the report to PDF
Recipient location - only allow recipients in specific countries to see the 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 (Entity, Investigation), Standard Asset Fields, and Custom Asset Fields. A free form custom report will have the universal report widgets to create reports that will not need to be tied to a specific asset object type (Entity, Investigation, etc.).
Why it matters: Having these defined widget types will assist users in navigating and building out a report template or customizing an existing template.
How it works: Click on Add widget
Universal Widgets & Controls
What it is: Universal 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 these widgets content will be provided by the report author. Some of these widgets can pull data from the linked asset (Entity / Investigation). A basic definition of each is below:
Paragraph - Long free form text field with rich text edits to provide any content a 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
PDF - Ability to add PDF files that are already saved to an asset (Entity/Investigation), or ability to add external pdf files to the report
Media - Ability to add images 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 templates by simply clicking on the lock icon on the widget so that users who generates the report will not be 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 you think you want to add more than one widget on the same row and resize them to make your report more attractive and easy to read, it can be done by resizing your widgets
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, adjusting the width, rich text editing, creating hierarchy within the report, internal & external file additions, metrics versatility, and 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 maters: 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: As with fields in Ontic widgets such as Paragraph support rich text editing to change the attributes such as color, size, bold, underline, etc.
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 you to add content to the report that may already be associated with the object (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 in reporting as all content necessary for the report may not have been added into Ontic prior to creating a report.
Table
What it is: Empty free text table, where a user adds text content to the rows and columns to present data in another format.
Why it matters: Enhancing configurations to contain standard or contemporaneous tables.
Metrics Widget Versatility
What it is: 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 it works:
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 Reports.
Why it matters: This allows users to embed relevant metrics into a report in a way that is quick, efficient, and highly 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
WAVR21 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.’
Creating Advanced Reports
Creating Entity Reports (ie. BOLO Reports)
What it is: Ability to share Entity reports with internal users, user groups and external stakeholders, who are authorized to view the report. 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: Go into an Entity. Click on the three dots on the top right of any Entity:
Click on “Create Report (BETA)”:
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
“Continue Editing” to be make further tweaks to the report before publishing
“Publish & Share” immediately (the blue button)
Creating Investigation Reports
What it is: Ability to share Investigation reports with internal users, user groups and external stakeholders, who are authorized to view the report, 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 Investigation when it is shared with other users.
How it works: When properties are enabled, only the “Reports” role and permission section will be visible under Role → Action Permission → Investigation. Upon enabling properties, ”Create Report” option will be visible on three dots of an investigation.
Creating Open Ended Custom Reports
What it is: Support for generating custom reports. (Please inquire with your success manager to enable custom reports).
Ability to add analysis while generating a report
Ability to add headings, header, footer, media & metrics
Ability to re-order the sequence of sections in the report.
Ability to drag and drop files stored in your local drive.
Ability to save the draft report.
Ability to publish & share reports via protected links with Ontic and Non-Ontic users.
Ability to create a report using a predefined custom template.
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: 9 box → Reports. Click on “Create New Report”. Use the pre-existing “Custom Report” template or create a new report template to create a custom report. Share with internal / external stakeholders via OTP protected link.
Report can be saved as draft and will be editable.
Draft reports and published reports will be seen under Reports tab of Entity
User can share reports via OTP protected link
Reports are directly shared to email ids
Published reports cannot be edited.
Creating Assessment Reports
What it is: Users now have the ability to generate a Custom Assessment Report using the “Create a new report” feature from Assessment dashboard with the following customizations:
- Reports can be customized with basic widgets, Principal widgets, pdf files, media. Users can also edit the text in those widgets as they want
- Ability to share the report with platform and external users as a link via email notification
- Enable time, location and text copying restrictions on reports
Why it matters: Using this feature, users can create a custom report specific to their needs and can include any information related to an Assessment they think is relevant. If users can enable restrictions, they can easily generate the reports without worrying about sensitivity of the information and security of the report as they have complete control over it.
How it works:
Open assessments, click on the three dots menu to create Report
You can add additional widgets and publish the report by clicking on Publish & Share
Draft and Published Assessment Reports will appear in the entity’s ‘Reports’ dropdown (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 internal as well as 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.
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-Ontic 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: Click on “Generate BOLO Report”. Add an external user by clicking on “Quickly Add”. External users will be highlighted by green color.
Apply report restrictions before sharing a BOLO report.
Set link expiry date
Restrict recipient from copying text
Restricting report access outside the selected countries
Users mentioned in the Recipients list will receive a shared report notification along with a link in their mailbox.
Click on an OTP protected link. The user will receive an OTP in his mailbox. Upon entering the valid OTP, BOLO report will open up.
Users will see published investigation reports under Reports tab and Reports are directly shared to email id.
Downloading published report links as PDFs
What it is: Users now have the ability to download reports published as links. While sharing the report, users can give access to the user or a set of users who can download the report. As soon as they click on the report link those only those who are allowed to download the report will be able to see the download button.
Why it matters: Users often have the need to make printouts of the report and share them with other departments and guards. Having the ability to download them in PDFs make it easy for Users to disseminate the details.
How does it work: Click on Publish & Share → Apply Report Restriction → Disable Download Report → Select users and share the report
The recipient has to go to their email and click on the link to see the download button
