Reports

This section covers the following topics:

• Viewing reports.

• Viewing versions of a report.

• Report Types

• Configure reports.

• Generating reports.

• Report details.

• Removing reports.

• Exporting report's data objects.

• Exporting report's inaccessible data objects.

You manage reports on the Reports page. To access the Reports page, click Data Discovery and Classification > Reports from the left sidebar.

Viewing reports

The Reports page lists all available reports including the newly configured reports. Additionally, the page shows the total number of available reports.

The page shows the following details:

You can use the Search box to filter reports. Search results display reports that contain specified text in their names. Reports can be sorted by their name (Report Name), and the last time that the report was generated (Last Run).

To view the details of a specific report, click the report name.

Alternatively, click the ellipsis icon () corresponding to the report name and select View from the context menu. The context menu also provides options to Generate, Export D.O., and Remove the report.

Viewing versions of a report

DDC supports report regeneration. As a result, multiple versions of a report can be generated. The details view of the Reports page shows available versions of a report.

To view details of a report version:

1. Click the report name. The details of the report are displayed.

2. At the top of the detailed view, click the expand icon () to expand the versions list. The available versions of the report is displayed.

3. Click a version link to view its details.

The details view shows the details of the selected report version. To switch to a different version, click its link in the detail view under the expand icon ().

Report types

You can generate two types of reports with DDC.

• Aggregate report: Aggregate report displays consolidated information for multiple scan executions. The two ways to generate aggregate reports are:

  • Scan run on specific date: A report that is based on a scan run on a specific date. Such a report shows the scan findings on the selected date. In case of multiple executions of the scan for the selected day, the report will include the information for the latest execution on that day.

  • Latest scan execution: A report that always shows the information found on the latest scan execution. This way, the results will reflect (or update) the changes in the sensitive data discovered if the underlying data in the Data Store or the Classification Profile is modified. Still, the report will actually get generated when the user chooses to generate it.

• Trend Report: The trend report presents information about the trend of the chosen scan over the last 15 scan executions. It includes trends for various elements such as scanned data objects, identified sensitive data objects, and infotypes. This report assists in comprehending how the scan information develops over time.

Configure reports

You can configure a report to include information of one or more scans. After the report is configured, it can be generated any number of times. The generated report contains the results of the executed scans.

To configure a report:

1. In the Data Discovery and Classification application, click Reports > + Add Report.

2. Complete the following steps:

   a. General Info

   b. Configure Content

General Info

1. Specify the following details:

   • Name: Provide a unique name for the report. The name must be longer than two characters and up to 64 characters. This field is mandatory.

   • Description(optional): Provide a description for the report.

   • Select report type: Select the type of the report to generate: Aggregated or Trend.

   • Enable Report Re-generation (Applicable only for Aggregated reports): Select the check box to trigger automatic report regeneration. The report will be regenerated automatically whenever any scan linked with the report is executed subsequently (that is, when Latest Execution time is changed).

2. Click Next.

Configure Content

The Configure Content screen shows available scans with their number and the number of selected scans.

For Aggregated reports, scans executions identified in this step will be merged in a single report. For Trend reports, you can select the desired scan for which you want to analyze the trend.

1. Use the Search box to filter available scans. Search results display scans that contain specified text in their names.

2. Select the desired Scan Name.

   After selecting the scans, turn the Selected Only toggle on to list only the selected scans.

3. (Applicable only for Aggregated reports) Select the preferred way for generating the report.

   • A report that is based on a scan run on a specific date. For such a report, click "Latest Execution" and select the date of the scan that you wish to use.

     If Enable Report Re-generation was selected and:

     • An earlier scan run date is selected for the report, the report will not be automatically regenerated.

     • The current date is selected, the report will be automatically regenerated for subsequent scan runs for the current day. However, after the date changes, any new scan runs won't trigger report regeneration.

   • A report that can change if the underlying data store or protection profile is modified and a scan is run again. For such a report, leave "Scan Execution" as "Latest Execution".

4. Leave the default settings for Generate Now check box. This will immediately generate the report after it is configured. Alternatively, you can clear the check box to generate report at later stage. See Generating reports.

5. Click Save.

Generating reports

After you have configured a report, it can be generated at anytime and any number of times.

To generate a report:

1. On the Reports page, search for the report that you want to generate.

   Tip

   • Use the Search box to filter the reports. Search results display reports that contain specified text in their names.

   • By default, reports are listed in ascending alphabetic order of their names. Reports can be sorted by their name (Name), and the last time that the scan was run (Last Run).

2. Click the ellipsis icon () corresponding to the desired report.

3. Click Generate.

As soon as the report starts to run, its status becomes Not Generated. The status of the report changes in the sequence: Not Generated > In Progress > Completed / Failed.

Report details

The report details page displays the detailed information about the configured report. The upper part of the report details page displays general information about the report, such as the report name, version, and the number of scans included in the report.

You can use the Print Preview button in the top right corner of the page to print the report. See Printing report details.

Cards

The findings from the scan executions is reported on the following four cards:

• TOTAL DATA OBJECTS SCANNED - The count of all data data objects that were included in the scan.

  Note

  • When scanning Exchange Online and Exchange Server notes data objects, DDC counts notes and their associated attachments as separate data objects.

    TOTAL DATA OBJECTS SCANNED count is equal to the sum of number of notes and number of attachments linked with each note in the corresponding target path. For example, if you scan a target path containing 4 notes, one of which includes an image attachment, the TOTAL DATA OBJECTS SCANNED count will be 5.

  • Due to a known limitation, in reports for MongoDB, Azure table, Salesforce, and G-Mail data stores, you will see "N/A" for the TOTAL DATA OBJECTS SCANNED values.

  • For G-Mail, DDC ignores copies of the emails that were received in the same second, from the same sender, and with the same subject.

  • In case of Binary Large Objects (BLOBs), TOTAL DATA OBJECTS SCANNED reports the parent and child data objects in a given blob.

• SENSITIVE DATA OBJECTS FOUND - The count of all data objects containing sensitive data identified during the scan run.

• SENSITIVE DATA MATCHES - The count of all sensitive pieces of information found inside the sensitive data objects.

• SELECTED INFOTYPES FOUND - The count of infotypes found during the scan out of those configured for the scan when it was created (" out of ").

The lower part of the report details screen displays the report information in the following tabs.

Scans tab

This tab provides the list of scans that contributed the information for the report. Additionally, you can see the report data in graphical format containing following information.

• Infotypes Discovered

• Sensitive Data Objects by Content

• Sensitive Infotype Distribution

• Sensitive Data Objects

Information about scan filters

You can view the information about filters applied in the scans. On the Scans tab, click the expander arrow next to the scan name. This will display the information about the number and types of filters applied.

Example:

1 Scan Filter Exclude DO greater than size ................................. 14000 MB_

Data Stores tab

This tab provides the list of data stores included in the report, with the information about their risk score, sensitivity level, scan name, last scan time, targets, infotypes, data objects scanned, and sensitive objects found in each data store that was scanned.

Expand the data store name to see the following information in graphical format.

• Sensitive infotypes

• Sensitive content

• Classification profiles

• Business department (applicable only for ML infotypes)

Data Objects tab

This tab provides the list of data objects scanned with below details. Only the top 1000 data objects are displayed, sorted by their Risk score. The first 25 data objects are displayed in the list but you can view more by clicking Show more.

Column Name	Description
Data Object Name	The name of the data object scanned and listed in the report details. Click the expand icon () next to the data object to see additional scan details and meta data information about data object. For Oracle and IBM DB2 the result will be displayed in uppercase.
Risk	The number of risks found by the report in the given scanned data object. A risk is the presence of a sensitive item of data.
Type	The type of the scanned data object listed in the report details, such as "File" or "Folder".
Path	The path to the object that is listed in the report details.
Data Store	The name of the data store where the object listed in the report details was found.
Infotypes	The number of information types found in the data object that is listed in the report.

Filter Data Objects:

Use the fields of Filter Data Objects filter to search for a specific data objects.

Inaccessible Data Objects tab

This tab is visible for Aggregated reports. This tab shows the list of inaccessible, skipped, or partially scanned data objects.

The table in the report detail lists the following findings distributed among columns:

Additional metadata fields in reports

For each report, metadata fields of data objects can be displayed on the reports page. To see the metadata fields, go to the Data Objects tab and click the expander arrow next to data object name.

The following table shows the complete list of metadata fields that can be displayed for the data objects.

Printing report details

1. On the Reports page, click the report name.

2. Click Print Preview > Print.

3. Click Exit Print View to return to report details page.

Risk score

The risk score reflects the level of the risk to the business that would result from the exposure of the sensitive data objects (i.e., sensitive information) found by a scan. A low risk score number represents lower risk. The risk score depends on the type and number of sensitive data objects found. For example, if a risk score for a single email address found during scan is 10, the risk score for a document that contains thousands of such email addresses will be much higher.

Removing reports

You can remove a report in the Reports screen. Since reports have no dependencies (i.e. do not affect other resources) you can remove them without problems.

To remove a report:

1. Click the ellipsis icon () corresponding to the desired report.

2. In the shortcut menu that is displayed, select the Remove option.

   A warning message "Remove Report? Are you sure you want to remove this report? This cannot be undone." is displayed.

3. Confirm the report removal by clicking the Remove button in the warning message dialogue box. To cancel the report removal, click the Cancel button.

Exporting report's data objects

You can export all the data objects of a report as Newline Delimited JSON (NDJSON) format. You can then view the exported NDJSON file in any editor supporting this format.

There are two ways of exporting those data objects.

• From the Reports page, using the Export D.O. option.

• From the Report Details page, using the Export All Data Objects button.

To export the data objects from the Reports page:

1. Click the ellipsis icon () corresponding to the desired report.

2. Click Export D.O..

3. Choose the target location for the exported file.

To export data objects from the report details page:

1. Click the report name.

2. Go to the Data Objects tab.

3. Click Export All Data Objects to export the data objects.

4. Choose the target location for the exported file.

Exporting report's inaccessible data objects

You can export the inaccessible data objects of a report as Newline Delimited JSON (NDJSON) format. You can then view the exported NDJSON file in any editor supporting this format.

To export the inaccessible data objects associated with a report from its Report Details page:

1. Click the report name.

2. Go to the Inaccessible Data Objects tab.

3. Click Export Data Objects to export inaccessible data objects.

The inaccessible data objects report is downloaded as a .ndjson file.