Report on user services, logins and traffic
To run a domain report, open Admin console › Manage Domain(s) › your domain › Service Report and pick a tab. Service lists the services and limits each user has, Login finds active or dormant accounts, Traffic shows hourly mail volume, Attendance lists check-ins and AI Services shows AI assistant use. Set the filters and click Search.
How to report on user services, logins and traffic
Where: Admin console › Manage Domain(s) › your domain › Service Report
- Open Manage Domain(s), expand your domain and click Service Report.
- Click the tab you need: Service, Login, Traffic, Attendance or AI Services.
- Set the filters on that tab, such as an email address, a date or the fields to show.
- Click Search to see the results on screen.
- Where offered, click Download Report to get the full list as a file.
Service tab: who has which service
Tick the fields you want as columns, then click Search. Each user gets Y, N or - for each field.
| Option | What it does | Default |
|---|---|---|
| Field checkboxes | Services, rights and limits to show as columns. See the list below. | none ticked |
| Email Address Starts with | Shows users whose address starts with this text. | all users |
| Search | Runs the report on screen. Tick at least one field first. | |
| Select All | Ticks every field. | |
| Reset | Clears the email filter and every tick. | |
| Enabled / Disabled / Both | Shows only users who have the ticked field switched on, only those who have it off, or everyone. Enabled and Disabled work with exactly one field ticked. | Both |
| Download Report | Appears after a search. Downloads the report as a file. |
The fields you can tick:
- Services: SMTP-IN, SMTP-OUT, POP, IMAP, HTTP, ANTI-VIRUS, CHAT, NULL-ACCOUNT.
- Account: Deactivate if inactive for(Days), Activate account, User Expiry Date, Disable Settings, Rights Permission, Allowed Host IP range.
- Address books and forwarding: Show Global Address Book, Show Admin Address Book, Allow sending mails only to Global and Admin AddressBook address, Allow sending mails only to another domain names, AllowAdvance Forwarding.
- Mail features: Enable automatic signature, Enable multiple email address, Hide Attachment, Rules to be allowed.
- Copies and attachments: Receive BCC of all Incoming mail to E-mail address, Send BCC of all Outgoing mail to E-mail address, Dis-allowed attachment file type, the BCC address used when a blocked attachment is sent, Save Copy, Incoming / Outgoing Mails Bcc Applicable.
- Limits: No. of Incoming Mails per Day, No. of Outgoing Mails per Day, Total data MB per Day, Number of Personal Folders, No Of Contact in AddressBook, Space Allowed, Max Attachment Size, Max Outgoing-Mail Recipient(s), Quota Limit Exceed in Percentage.
- Any extra user fields your organisation has added to the domain also appear as ticks.
For limits, 0 means unlimited. For Hide Attachment, 0 means disabled, 1 means internal and 2 means external.
Without an email filter, the screen shows the first 10 users. The downloaded file has every matching user.
Login tab: active and dormant accounts
| Option | What it does | Default |
|---|---|---|
| Email Address | Limit to one user or a group of addresses that start with this text. | all users |
| Login (Yes / No) | Yes lists users who signed in on or after the date. No lists users who last signed in before the date, or never signed in. | Yes |
| From Date | The date to compare against. You cannot pick a future date. | today |
| Search | Shows Email Address and Last Login Date for each match. |
Traffic tab: hourly mail volume
| Option | What it does | Default |
|---|---|---|
| Date | The day to report on. You cannot pick a future date. | today |
| Delayed mails checkbox with a seconds box | Lists mails that took longer than this many seconds to deliver. Enter the seconds before you search. | off |
| Search | Shows the report. |
Without the delayed-mails option, you get one row per hour with the number of mails, the average size, the average delivery time and a delivery report. With it, each row shows sender, recipient, time, received and sending dates, retries, status, reason, delivery report and mail size.
Attendance tab: check-in and check-out
| Option | What it does | Default |
|---|---|---|
| Email Address | One or more addresses, separated by commas. Leave empty for everyone. Each address must exist in your domain. | everyone |
| From Date / To Date | The date range. The start date cannot be after the end date. | today |
| Designation | Pick one or more designations to show only those staff. | all |
| With location address | Adds the check-in and check-out addresses. | on |
| Search / Reset | Run the report or clear the form. | |
| Download Report | Downloads the list as a file. | |
| Monthly email (tick box, addresses, Save) | Sends the whole month's attendance data to the addresses you enter on the 1st of every next month. Untick and save to stop. | off |
The results show the start and end date, time, address and address type for each user. On screen, the list is limited to a set number of rows; use Download Report for the full list.
AI Services tab: AI assistant use
| Option | What it does | Default |
|---|---|---|
| Email Address | Show one user. | all users |
| From Date / To Date | The date range. | today |
| AI From | The AI feature that was used. | All |
| Origin | Where the request came from. | All |
| Search | Shows serial number, email address, origin, date and AI feature. |
Example
Before the annual security audit, Meera at acme.in opens the Service tab, ticks IMAP and POP, sets Enabled and clicks Search with only IMAP ticked to list every mailbox with IMAP on. Then on the Login tab she sets Login to No with a date 90 days back and gets the list of dormant accounts to review with Rohit in HR.
Good to know
- You can only run these reports for your own domain, unless a server administrator has allowed you to manage other domains.
- The Service tab needs at least one field ticked. If you pick Enabled or Disabled with two or more fields ticked, the console asks you to tick only one.
- The Login tab lists only active mailboxes.
Common questions
Why is my Traffic tab empty?
The Traffic tab shows data only when traffic reporting is set up on your XgenPlus server. Ask your server administrator if it stays empty.
Why does the Attendance tab show nothing?
It lists check-ins and check-outs made by your staff. It stays empty if nobody in your domain uses attendance check-in.