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Unit 5: Reporting & Dashboards

In this unit, you will practice searching for data, saving those searches as reports, and then making
those reports available for end users to view within a Dashboard. This is done in a series of actions,
each with their own accompanying lab exercise:
1. Search for information using RSA Archer's search functionality. Searches can be simple queries
that return lists of records, or they can be statistical queries that allow you to build charts and
graphs. The first two lab exercises in this unit will go into each of these types of searches.

2. Save searches as reports.

3. Create iViews that display the report(s) you have built.

4. Place those iViews into a Dashboard.

5. Show a Dashboard on a Workspace.

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Lab 5.1 - Searching, Part I

In this lab, you will practice running a number of searches.
1. Perform a Global Search using the magnifying glass located at the top of the screen

a. Drill into one of the applications listed in the results

b. Add additional fields to the Selected pane in the Fields to Display section and re-run the
search

c. Adjust the columns shown to display a smaller number of columns (use the dropdown arrow
located at the top of any column)

d. Sort by one or more columns by clicking on a column header

2. Search with filters added

a. Build a search on any application of your choosing that includes a filter based on a values list

b. Build a search that includes a filter based on a date

c. From the search results page:

l Enable delete (notice checkboxes, and if you wish, delete a couple of records.)

l Change the display option selected (if viewing in Column format, change to Row or
another format)

l Change the number of results displayed per page

Once you are comfortable with the search functionality, use your preferred Requirements document
as a guide to create some targeted searches against your own application that you can then save as
Global Reports.

Running Global Searches

Global Search enables you to search throughout RSA Archer GRC using keywords or phrases.
Global search is available from the menu bar of each workspace, dashboard, application, and all
other features in RSA Archer GRC.
By default, a global search displays the search results as a list with 10 records to a page . When
viewing the search results page, you can select which RSA Archer GRC applications or
questionnaires to view the results using the menu at the top of the page.

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After running a global search, you can transition to a search by clicking the search results that
appear at the top of the page. These results are located next to the Work with results in section, and
take you to a search based on that search term.

Run a global search

1. From the menu bar, click .

2. Type in the keyword or phrase you are searching for.

3. Press the Enter key on your keyboard.

Transition from a global search to search

1. Run a global search.

2. Click one of the keywords that appears next to Transfer this search to, to go to a search results
page just for that keyword.

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Lab 5.2 - Searching, Part II

In this lab, you will practice running statistics searches that can be turned into charts.
Quick Tips:
1. Start at the Search page for your application

2. Check the Statistics Mode box under the Fields to Display section

3. Select one field to Group By

4. Select another field with the Count Of option selected.

5. Run the search and use the Charting Toolbar to turn the results into a chart.

Using your preferred Requirements document as a guide, create 2-3 charts based on data within your
application and save them as Global Reports. Remember to refer to the Online Documentation for
detailed explanations of all possible chart options.

Running Searches in Statistics Mode

Create statistical reports by grouping specific field values in the search results, and by applying
aggregate functions, such as Group by, Count of, Average, Median, Mode, and Sum, Minimum of, or
Maximum of, to other field values.
When you run a search in statistics mode, the results of your search are displayed as statistical data
in a table. This search type enables you to return data groupings based on the search results of the
query. You can also display this data in a chart, which can provide you with a more concise visual
presentation of the information.
When creating a search in statistics mode, you must complete the Statistics Mode section along with
the Fields to Display section. All other options are optional:
l Keywords and Phrases

l Search Filters

l Sorting Filters

l Display Options

Statistical report functions

Different field types have more options for functionality than others. To render a chart from a

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statistical report, the results of a statistical query must properly form a series. For example, Group
by and Count of options define the series results.

Function Description

Group by A function that returns a record for each distinct value stored in the specified field.
Use this function with the Aggregate function.
For example, if you are performing a statistics search in the Facilities application, and
you apply the Group by function to the Region field and apply the Count of function to
the Facility Name field, you can produce a report listing the number of facilities by
region.
Additionally, if you apply the Group by function to two or more fields in the Selected
list, the statistical report is grouped by the first Group by field in the list, and all other
fields with the Group by function are nested in the previous Group by field in the list.
Therefore, building on your statistical search in the Facilities application, you can nest
the Type field with the Group by function under the Region field, which produces a
report that lists both the number and type of facilities by region.

Note: For a cross-reference field, the internal segment count result may be different
if the Group by is on a parent application as opposed to a sub-form. The Statistics
Search is limited in this case because if the last Group by field is in the parent
application, it only counts the relationships to the parent application.

Group by Groups data of date-based fields (for example, Date, First Published, and Last
(Date Updated) into specific date ranges, such as "by Week" or "by Day." Returns a record
Range) for each distinct value stored in the specified field. Use this function with one of the
aggregate functions.
For example, you are performing a statistics search in the Incidents application. You
would apply the Group by Month function to the Date Reported field and apply the
Count of function to the same field. The search produces, a report listing the number
of incidents reported by month.

Count of Returns a count of each distinct value returned for a specified field. (aggregate
function).

Average Returns the average of all numeric values for a specified field. When you drill down
on the value in the Average of [Selected field] column, you see the records that were
calculated to the average value. (Aggregate function)

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Function Description

Median Returns the middle value of all numeric fields in a list of records. When there is an
even set of records, a calculated value shows as the average of the two middle
values.
For example, a list of values is 1, 2, 3, 4, 5, 6, The value shown is 3.5 ([3 + 4] / 2).
When you drill down on the value in the Median of [Selected field] column, you see
the records that were calculated to the median value. (Aggregate function)

Mode Returns the value that occurs most often of all numeric fields in a list of records.
When you drill down on a value shown in the Mode of [Selected field] column, you
see the records that were calculated to the mode value or multi-modal values. If no
value occurs multiple times, (no value) is shown in this column. If the list of records
have multiple values that occur more than once, the values that occur most often are
listed.
For example, the multi-modal results are 6, 15, and 25. When you drill down on 6, you
see only the records where 6 appears most often. The same is true for 15 and 25.
Charting is not available for a multi-modal result. (Aggregate function)

Sum Returns the total of all numeric values for a specified field. (Aggregate function)

Minimum Returns the minimum numeric value for a specified field. (Aggregate function)
of

Maximum Returns the greatest numeric value for a specified field. (Aggregate function)
of

In the search results, a Totals row can be listed for each unique group. For example, you are running
a statistics search in the Facilities application using the Display Totals function combined with the
Group by and Count of functions. You would set the search results to list the number of facilities in
each of your regions and the total number of facilities in all regions.

Run a search in statistics mode

When running a search in statistics mode, you must set up the drill-down options for the search. To
create a donut, funnel, gauge, or pie chart, run a statistical search with one Group by function and
one aggregate function.

1. Go to the Fields to Display section on the Search Records page.

a. From the menu bar, click the Solution Name menu.

b. From the Solutions list, click the solution.

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c. From the Applications list, click the application.

d. From the Record Browser, click Search.

2. Select the Statistics Mode checkbox.

3. From the Available list, select the fields to which you want to apply grouping and aggregate
functions. You can add the same field to the Selected list multiple times to apply different
functions to the same field.

4. From the Selected list, select the grouping or aggregate function that you want to apply.

Note: The order of the fields determines the relationship among multiple groups. For example, if
you apply the Group by function to two or more fields, the second Group by field in the list
becomes nested beneath the first field.

5. In Statistics Drill Down Options section, set the drill-down options by doing one or more of the
following:

l From the Available list, select the fields that you want included.

l (Optional) To remove a field, click to the right of the field in the Selected list.

l (Optional) To reorder the fields in the Selected list, select a field and use the to reposition
the field.

Filter records in the search

a. In the Filters section, do the following:

i. In Field to Evaluate, select the field to evaluate for one or more specific values.

ii. (Optional) Click Add New to create additional conditions.

b. In the Operator column, select the filter operator.

c. In the Value(s) column, select the values for the condition.

d. (Optional) If you create more than one condition, you can apply logic to your search criteria
in the Advanced Operator Logic section.

6. Click Search.

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Lab 5.3 - iViews

Using your preferred Requirements document as a guide, create 2-3 iViews. You might wish to
create separate iViews for each of your reports, or combine your reports into a single iView, and
then practice building some of the other iView types. There are no wrong answers here.

Once finished, move directly to Lab 5.4 - Dashboards.

Building Global iViews

iViews are configurable according to the specific iView type.
For example, for a Report iView, you can include one or many reports, determine the selection order
of the reports in the iView and identify the report that is initially displayed to the user. Additionally,
you can allow horizontal scrolling for any of the selected reports to extend the report contents
beyond the width of the iView.

iView types

iView
Description
Type

Canvas Displays predefined templates with various presentations for content and graphics.

Custom Displays custom text, HTML, or Flash presentations or to execute custom scripts,
such as JavaScript.

Embedded Embeds entire web pages directly in an iView.

URL

Links List Displays links to websites, intranet sites, and frequently used internal application
pages in a single iView.

Report Displays global reports in a single iView. In addition, you can display charts
generated through a statistics search.

Quick Displays search criteria options in an iView for the user to search records across
Search applications.

RSS Feed Displays data from an RSS feed. RSS feeds contain headlines and summary
information from articles on websites supporting RSS.

Video Embeds video directly in an iView using HTML.

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Before you begin

1. Build a workspace

2. Build a dashboard

Build a global iView

1. Go to the Manage Global iViews page.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Global iViews.

2. Click Add New and do one of the following:

l To create a new iView, select Create a new Global iView from scratch.

a. Select the type of global iView you wish to create.

b. Click OK.

l To create a global iView from an existing iView, click Copy an existing Global iView.

a. Select the Global iView you wish to copy.

3. Click OK.

4. Complete the setup for your iView

Build a canvas iView

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Options section, in the Canvas Style field, click to select a layout in the Selected
Layout Template dialog box.

4. Select the layout you want, and click OK.

5. Enter a name in the Title field

6. Enter the content in the Content field.

7. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

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Build a custom iView

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Options section, in the Custom Content field, enter the content.

4. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

Build an embedded URL

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Options section, in the URL filed, enter the URL you wish to embed.

4. (Optional) Select an option from the Refresh Rate list.

5. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

Build a links list iView

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Options section, in the Layout field, select one of the following:

l Simple List: In the Configuration section that appears, do one of the following.

l Select a link from the Available Links field by double clicking it.

l Type in your own link and click Add.

l Descriptive list: In the Configuration section that appears, do the following:

a. In the General Information section, enter the name and a description.

b. Insert a link in one of two ways:

l Select a link from the Available Links field by double clicking a link.

l Type in your own link and click Add.

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c. (Optional) In the Primary Graphic field, Add a graphic:

a. Click Add.

b. In the Available Graphics section, Click Add New.

c. In the Files to Upload section, Click Add New.

d. Select the file you wish to add and click OK.

e. Click OK again.

d. Click OK.

4. In the Options section, in the Column Display field, select One Column or Two Columns.

5. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

Build a quick search iView

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Options section, in the column Display field, chose One Column or Two Columns.

4. (Optional) In the Description field, select Embed the iView description in the iView to
display the description in the iView.

5. (Optional)In the Search Button field click Add to add a search button.

a. In the Files to Upload section, Click Add New.

b. Select the file you wish to add and click OK.

c. In the Available Graphics section, Click Add New.

d. Click OK again.

6. (Optional) In the Applications section. click Add New to define the applications for the
search.

a. From the Application Name list, select the application that you want to associate the
iView to.

b. Make selections from the Visibility field and Defaulted Behavior field.

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7. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

Build a report iView

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Options section, in the Reports field, select the report or reports that you want
displayed in the iView from the Available Reports list.

4. To determine the selection order of the reports in the iView, highlight the report title and use
to arrange the reports in the preferred order.

Note: The first report listed is the report that is initially displayed to the user.

5. Select Enable Scrolling for each report that you want to allow horizontal scrolling.

6. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

Build an RSS feed iView

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Options section, in the URL field, select an address from the URL list and enter the
URL address.

4. In the Feed Elements field, select the display options that you want.

5. In the Articles Displayed field, select the number of articles that you want displayed.

6. In the Refresh Rate field, select how often you want the feed refreshed.

7. In the Authentication field, select your authentication preferences.

8. In the Days Displayed field, select the number of days to display the feed.

9. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

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Build a video iView

1. In the General Information section, enter the name and a description.

2. In the Folder field, select or create a folder.

3. In the Embedded Video HTML field, enter the embedded HTML or the URL.
Important: For proper formatting guidelines, see Formatting iView Videos.

4. (Optional) In the Documentation section, click Add New to add documentation to your
iView.

5. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

Create a new folder for a Global iView

1. Go to the General Tab of the iView that you want to modify.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Global iViews.

c. Select the global iView.

2. In the General Information Section, in the Folder field, click Edit.

3. In the Manage Folders window, click Add New.

4. Enter the name of the folder and click OK.

5. In the Folder list, ensure the correct folder is selected.

6. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

Update an iView display

1. In the iView title bar, click and select Edit Properties.

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2. In the Options section, edit the iView display as needed.

Note: The list of available menu options depends on the type of iView that you are viewing and
the access rights assigned to you by your administrator.

3. (Optional) To resize the iView, click, hold and drag the arrow in the bottom right corner of the
iView.

4. (Optional) To to move the iView, click and hold the title bar of the iView and drag and drop the
iView to the new location.

Delete a global iView

This permanently purges the dashboard from the database. Only administrators can delete global
iViews.

Important: If you delete an iView, it cannot be recovered.

1. Go to the Manage Global iViews page.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Global iViews.

2. In the Actions column of the iView you want to delete, click .

3. Click OK.

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Lab 5.4 - Dashboards

Using your preferred Requirements document as a guide, create one or more Dashboards to hold the
iViews you have built. Feel free to incorporate other iViews that already exist within the system.

When finished, continue on to Lab 5.5 - Workspaces.

Building Dashboards
Dashboards are groupings of global iViews with related content.
Use the Dashboard list in the page toolbar to select a dashboard within a workspace.
Administrators group multiple iViews into a single dashboard to allow user to access multiple
iViews from one workspace. Administrators can build global dashboards and enable users to build
personal dashboards.
l Global dashboards. Can be viewed by all users assigned global access by administrators on the
Access tab of the Manage Dashboards page. Only adminstrators can edit global dashboards.
Users can rearrange global dashboards. Any modifications to the layout or size of the iViews are
saved only to the users current session.

l Personal dashboards. Can be created and viewed by all users assigned access by group, user,
role, or solution on the Access tab of the Manage Dashboards page. Personal dashboards are
specific to the user and are not confined to the user's current session only. Users can modify the
layout and size of the iViews, and the changes are saved in real time.

Build a dashboard

1. Go to the Manage Dashboards page.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Dashboards.

2. Click Add New and do one of the following:

l To create a new dashboard, Click Create a new Dashboard from scratch.

l To create a dashboard from an existing dashboard, do the following:

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a. Click Copy an existing Dashboard.

b. Select a dashboard to copy from the Dashboards list.

3. Click OK.

4. In the General Information section, enter the name and description.

5. In Layout design, in the Column Layout section, select the column layout for the dashboard.

6. (Optional) Attach documentation to your dashboard.

7. Click the Layout tab.

8. Click Select iViews and do one of the following.

l Build a new Global iView from scratch.

a. Select the type of iView you want to create.

b. Build a Global iView.

c. Click OK.

l Select from Global iView Library.

a. Check the iViews for the dashboard.

b. Click OK.

9. Click the Access tab, and select either Public or Private.

10. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

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Lab 5.5 - Workspaces

Using your preferred Requirements document as a guide, edit your Workspace to include the
Dashboard(s) you created in the previous lab exercise. Add additional dashboards that already exist
in the system if you like. Try adding a Quick Reference Link or two.
Visit your Workspace to confirm the Dashboard(s) and Quick Link(s) appear as expected. Confirm
the reports you created appear in the iViews within the Dashboard as well.

Building Workspaces
Workspaces are tabbed groupings of dashboards and iViews with related content. Click the
Workspace tab at the top of any page to access a workspace.

Note: When there are more tabs than can fit across the top of the page, a More tab displays to the
right of the workspace tab strip to allow you to select from a list of workspaces.

Each time an Application Builder administrator creates a new solution, a workspace is automatically
created for that solution. The workspace shares the solution name, and access to the workspace is
granted to the administrator who created the solution. Once a solution-based workspace is created,
Workspace and Dashboard administrators can configure the workspace properties, including its
content, Navigation Menu settings, and access rights.

Create a workspace

1. Go to the Manage Workspaces page.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Workspaces.

2. Click Add New and do one of the following:

l To create a new workspace, click Create a new Workspace from scratch.

l To create a workspace from an existing workspace, do the following:

a. Select Copy an existing Workspace.

b. Select the workspace that you want to copy from the Workspaces list.

3. Click OK.

4. In the General Information section, enter the name and description.

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5. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

Add quick reference links to a workspace

Quick Links are useful for providing fast access to frequently viewed features.

1. Go to the Quick Reference tab of the workspace that you want to modify.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Workspaces.

c. Select the workspace.

d. Click the Quick Reference tab.

2. Click Add New Link in the Quick References Links list.

3. From the Type list, click the quick reference type you want.

Option Action

Internal Allows the user to link to internal pages and functions.

Page

Report Allows the user to link to personal and global reports.

Dashboard Allows the user to link to personal and global dashboards.

External Allows the user to create links to external sites. When a user clicks the link, the
Link external site is displayed in the workspace section.

Solution Allows the user to link to personal and global solutions. Make a selection from the
Link To list and select the target solution from the Available list. Click OK.

Content Allows the user to link to personal and global records.

Record

4. Define the properties of the quick reference link.

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Add an internal page

1. In the Link To field, select the target page from the Available list.

2. Click OK.

3. Enter the name of the link in the Display Name field and a description in the Description
field.

Add a report

1. In the Link To field, select the target report from the Available list.

2. Click OK.

3. Enter the name of the link in the Display Name field and a description in the Description
field.

Add a dashboard

1. In the Link To field, select the target dashboard from the Available list.

2. Click OK.

3. Enter the name of the link in the Display Name field and a description in the Description
field.

Add an external link

1. In the Link To field, supply a URL.

2. In the Action field, select either Embed in existing window, or Open in new window to
determine how your link will open.

3. Enter the name of the link in the Display Name field and a description in the Description
field.

Add a solution

1. In the Link To field, select a solution from the Available list.

2. Click OK.

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Add a content record

1. Click to make a selection from the Record Lookup list.

2. Select the target record and click OK.

3. Enter the name of the link in the Display Name field and a description in the Description
field.

5. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

Create folders for a quick reference link

1. Go to the Quick Reference tab of the workspace that you want to modify.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Workspaces.

c. Select the workspace.

d. Click the Quick Reference tab.

2. To add a folder, click Add New Folder in the Quick Reference Links list.

3. In the Display Name field, enter a name for the folder.

4. (Optional) To organize the folder, drag and drop the folder name in the Quick Reference Links
section.

5. (Optional) To organize the links, drag and drop the link names in the Quick Reference Links
section.

6. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

Add or remove workspaces to display

You can customize your workspace tab strip to show only the workspaces that you use.

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1. Click your UserName menu on the workspace menu bar.

2. Click Workspace Display.

3. In the Select Workspaces section do either of the following: 

l Select the checkbox beside each workspace that you want to display.

l Deselect the checkbox beside each workspace that you want to remove from the display.

4. Click Save.

Delete a workspace
Deleting a workspace permanently removes the workspace and any personal associated dashboards
from the database. Deleting a workspace does not delete any global dashboards associated with the
workspace.

1. Go to the Manage Workspaces page.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Workspaces.

2. Click in the Actions column.

3. Click OK.

Configuring Workspaces
Configure workspaces to display specific content.

Configure dashboards for a workspace

1. Go to the Dashboards tab of the workspace that you want to modify.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Workspaces.

c. Select the workspace.

d. Click the Dashboards tab.

2. Click Select Dashboards.

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3. Select the dashboards and click OK.

4. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

Configure the display order for dashboards within a workspace

1. Go to the Dashboards tab of the workspace that you want to modify.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Workspaces.

c. Select the workspace.

d. Click the Dashboards tab.

2. Click Configure Display Order.

3. In the Dashboard Display Order dialog box, drag and drop the dashboards in the sequence that
you want them presented for the user, and click OK.

4. (Optional) To remove a dashboard from the workspace, click in the Actions column.

5. Click Save or Apply.

l Click Save to save and exit.

l Click Apply to apply the changes and continue working.

Configure the display order for workspaces

1. Go to the Manage Workspaces page.

a. From the menu bar, click .

b. Under Workspaces and Dashboards, click Workspaces.

2. In the Workspaces toolbar, click Configure Display Order.

3. Drag and drop the workspaces into the sequence that you want them displayed as for the user.

4. (Optional) Click OK to return to the Manage Workspaces page.

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