Staging reports within Usage reports

Staging reports are available in the Usage Reports tab in Management Console. With the correct permissions, System Administrators and Client Domain Administrators can create CSV reports on any of the four Staging folders and subfolders, detailing the number and size of files and folders. You can also monitor and download reports from the report list.

Both reports contain data from the following Staging Allowance folders:

• ARM—a folder for archiving workspaces and for staging restores via the ARM application.
• ProcessingSource—a folder for storing files you want to process into your RelativityOne workspace. There will be a dedicated job folder for each of the jobs. For example, \ProcessingSource\[JobFolderName].
• StructuredData—a folder for importing and exporting workspace data using Import/Export  and Integration Points. Refer to  Import/Export and Integration Points documentation for more information.
• TenantVM—a folder to temporarily store Utility Server virtual machine (UVM) workflows. Refer to Utility Server documentation for more information.

There are two types of staging reports:

1. On-demand reports let you generate a report for a selected folder using current data. To create an on-demand report, navigate to the desired folder in the RelativityOne Storage panel and click Generate Report. See Generating staging reports.
2. Pre-generated reports provide a daily snapshot of folder size and file count for each Client Domain, organized by the four Staging Allowance folders. To download the detailed report for a specific Client Domain, click the download icon.

Some typical uses of Staging Reports include:

• Tracking Staging Area usage
• Identifying large datasets for clean up
• Confirming sizes of large datasets for download
• Validating file and folder counts of downloaded and uploaded data

Access and role functionality

To reduce the amount of System Administrator time spent on monthly workspace reporting, additional roles can access Staging Reports but they must have the correct permissions:

• System Administrator – Report across all workspaces to understand the state of the entire system.
• Client Domain Administrator – Report across their Client Domain workspaces to monitor and manage their domain’s state.
• Finance Team Member – Report across the whole instance to pull metrics for billing all clients.
• API Account – Extract metrics from across the whole instance to populate a customer’s data warehouse for downstream billing and reporting needs.

Considerations

• Staging Reports are retained in the report list for 7 days.
• If you encounter issues viewing Unicode characters when opening CSV files in Excel, enable UTF-8 encoding within Excel settings. For more information, see How to open UTF-8 CSV file in Excel.
• On-demand reports cannot be generated at the top-level folder (such as t001\ARM). Select a subfolder within the top-level folder to generate the report (such as t001\ARM\ExampleSubFolder).
• To view data volumes across top-level folders, generate a pre-generated report at the Client Domain folder level. For more information, see Generating staging reports.
• CSV reports have a limitation of 1 million records. The job will halt during report generation once 1 million records have been added to the CSV report. The limit can be reached with 1 million folders or files, depending on whether file level details have been included.

• Generating reports may take an extended period of time depending on the number of files and subfolders.

Security permissions

Feature Permissions is the primary location for managing access to Relativity features. Use this interface to enable or disable Staging Reports for specific users and groups. When you enable a feature, Relativity automatically applies the required permissions in the background so authorized users can access it.

Generating staging reports

1. Navigate to the Usage Reports tab in Management Console. Select New Report.
   
2. Select Staging from the Report Data menu and click Next.
   
3. Navigate to the folder for which you want to generate a Staging Report and choose how many levels of subfolders to include. click Next.
   
   
4. Review the report and either make refinements by selecting Back or proceed by selecting Generate Report.
   
   
5. Once the report is completed, it can be downloaded from the Custom Reports Job List tab by clicking the download icon under the Actions column. The reports are retained in the report list for 7 days. Track progress using the Report List. Job statuses do not update automatically as progress continues, so refresh the page to view the latest status.
   

Report Overview panel

As you navigate the folder tree in the Select Data step, the Report Overview panel updates after clicking the Load Details button. Use this panel to understand the scope and type of report before you generate it.

• Total Size—the total data size of the selected folder. At subfolder levels, click Load Details to retrieve the current size and file count.
• Files—the total number of files in the selected folder.
• Created Date / Last Modified—folder metadata, where available.
• Data as of—when the previewed folder-level data was last captured. Shows a fixed date for summary-level reports and Real-time for detailed on-demand reports.
• Report Type—Summary Report at the top folder level (tenant root and main staging folders such as ARM, ProcessingSource, TenantVM, and StructuredData); Detailed Report at subfolder levels.
• Data Scope—Up to 5 Folders deep for summary reports; All subfolders for detailed reports.
• Include Files—toggle to include file-level details in the report output. Available for detailed reports only.

Pre-generated reports

Pre-generated reports provide a daily snapshot of folder size and file count for each Client Domain, organized by the four Staging Allowance folders (ARM, ProcessingSource, StructuredData, and TenantVM). Client Domain Administrators can access these reports directly for visibility into their domain's usage.

• Name—the name of the folder or file.
• Size (B)—the size of the folder or file, expressed in bytes.
• Files—the number of files contained within a folder.
• Created Date UTC—the date and time (UTC) the folder or file was created.
• Last Modified Date UTC—the date and time (UTC) the folder or file was last modified.

Staging report CSV output

The downloaded CSV file follows this format: [FolderName]_[DataCaptureDate].csv

• FolderName—the name of the folder that the report is based on.
• DataCaptureDate—the date when the data for the report was gathered.

The CSV file will contain the following information:

• Name—the name of the folder or file.
• Size (B)—the size of the folder or file expressed in bytes.
• Files—the number of files contained within a folder.
• Folders—the number of subfolders contained within a folder.
• Directory Level—a number indicating the depth of the folder relative to the selected folder. For example, the selected folder is Directory Level = 0, a sub-folder of the selected folder is Directory Level = 1, and so forth.
• Created Date UTC—the date and time the folder or file was generated.
• Last Modified Date UTC—the date and time the folder or file was last modified.
• Status—displays In Progress as the report is being generated and Completed when done. If there was an issue calculating the size and/or count of a folder/subfolders, the column displays Completed with Errors.