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Guide
Run, save and share a report
Pick a report, run it on live data, export it, keep the setup for next time, have it sent on a schedule, and hand a frozen copy to an auditor.
Before you start
- A role that can view reporting. In the built-in set, administrators have that permission, and so do members of the “Finance” group. The “security_analyst” and “cloud_architect” roles have it too; no group carries them, so an administrator gives one to a person by hand, as Roles, groups and permissions shows.
- To schedule a report, share a link or place a legal hold, your role must also be able to manage compliance. In the built-in set, administrators have that permission. The “security_analyst” role has it too; no group carries it, so an administrator gives it to a person by hand, as Roles, groups and permissions shows.
- A report never shows you more than the rest of Zonitix does. A budget report needs finance access, a report about your computers needs device access, and lists of users, groups or log entries need access to those pages.
- For scheduled reports: outbound email set up (see Set up email), or a webhook address to post to. A webhook is a web address in another system, such as a Slack or Teams channel, that Zonitix sends the report to; the other system gives you the address.
Run and export
Step 1: Open the Report Engine
Go to AnalyticsReport Engine. The home screen shows “Framework readiness” (if your plan has it), “Needs attention”, “Scheduled deliveries” and “Recent runs”. The report library is on the left; use the search box or the filters above the list to find a report: “All”, and, where they apply, “Frameworks”, “Scheduled” and “Saved”. “Frameworks” and “Scheduled” need the Compliance Hub, and “Saved” appears once you have saved a report.
Step 2: Pick a report and run it
Click a report in the library. Most run as soon as you click. A “Custom query” or a “Type II period report” opens “Scope & filters” first, because it needs choices from you; make them and click “Run report”. After that the button reads “Re-run”.
A Type II period report covers a period you choose, with a start and an end date, of at most 12 months.
Step 3: Narrow it down (optional)
Click “Scope & filters”. For a custom query, choose what to include under “Data Domains”, add rules under “CONDITIONS” (each has a “Domain”, a “Field” and an “Operator”), and use “GLOBAL FILTERS” such as “Identity Source” and “User Status”. “OBSERVATION WINDOW” sets the dates the report covers and “INCLUDE IN EXPORT” chooses which parts go into the file. Click “Re-run” to apply your changes.
Step 4: Export it
Click “Export” and choose a format: a CSV, “PDF (auditor-ready, full)”, “Excel workbook (XLSX)”, “Auditor pack (ZIP — PDF + Excel + CSV)” or, for some reports, slides. These files hold the whole report, not just what fits on screen. “Preview data (JSON)” saves only what is on screen, as a plain-text file meant for another program to read.
Keep it and send it
Step 5: Save the setup
Click the three-dot button (“More actions”) and choose “Save report…”. Give it a “Report name” and click “Save report”. It then appears in the library under “Saved”. A saved report keeps your choices, not the numbers: it is run again on live data each time you open it.
Step 6: Send it on a schedule
Click “Scheduled” at the top of the page, or “Schedule delivery…” in the three-dot menu, then “New scheduled report”. Fill in a “Name” (recipients see it in the subject line), the “Framework”, “How often” (“Daily”, “Weekly” or “Monthly (30 days)”) and the “Recipients”. Under “Attachments” choose PDF, CSV or both. You can add a “Webhook (optional)” address (the web address the other system gave you) as well as, or instead of, recipients.
Leave “Start sending straight away” on and click “Create schedule”. If you added a webhook, a signing secret is shown once: copy it before you close the window. It is a password the receiving system can use to check that a report really came from your Zonitix; whoever set up the webhook will know where it goes. If nobody asked you for it, keep it somewhere safe and carry on.
Each schedule has buttons to send it now, “Pause” or “Resume” it, and delete it. “Run history” lists every attempt, including the ones that failed and why. Deleting a schedule keeps its history.
Hand a frozen copy to an auditor
Step 7: Put the report in the evidence vault
The evidence vault keeps a copy of a report exactly as it was when it ran, with a fingerprint (a SHA-256 hash) that proves it has not changed. A copy goes into the vault when a scheduled report runs, when you click “Run report” or “Re-run” on a framework or Type II report, or when you choose “Capture evidence snapshot” in the three-dot menu. Just opening a report does not store anything.
Click “Evidence vault” at the top of the page to see the stored runs. Each can be downloaded again as PDF, CSV or XLSX.
Step 8: Share it with a link
On a run in the vault, click the link icon (“Share a public expiring link”). Choose the “Format” and “Expires in” (“1 day”, “7 days”, “30 days” or “90 days”; it starts at 7 days). Add a “Recipient email (optional)” so that every time the link is opened is recorded against that person, and a “Label (optional)”. Click “Create link”, then “Copy link”.
The link is shown only once. Anyone who has it can open the file without signing in, so send it the way you would send a password. Sharing the CSV asks you to confirm, because it hands out the raw rows. “Who opened this link” shows the opens, and “Revoke” stops the link working at once.
Step 9: Hold a copy while a matter is open
By default, stored copies are cleared out after about seven years. To stop one being cleared, click the lock icon on the run (“Place legal hold (exempt from retention)”). The run shows “HELD” until you release it.
What you should see
Your report on screen with a “Re-run” button, and the exported file in your downloads.
A saved report under “Saved” in the library, and a schedule under “Scheduled deliveries” on the home screen showing when it will next send.
In the evidence vault, the run marked “SEALED”. An auditor who receives the PDF can check it is genuine at the address printed on it, without an account.
If something goes wrong
- "Not included in your plan"
- The Report Engine is switched off on your subscription. Contact Zonitix about your plan.
- There is no Frameworks or Scheduled filter, and no framework reports in the library.
- Framework reports and scheduling need the Compliance Hub, which is part of the Advanced plan. The operational reports still work.
- There is no "Schedule delivery…" in the three-dot menu.
- Scheduling needs a role that can manage compliance. Ask a compliance manager to set it up.
- A warning says email is not set up, or Run history shows a failed send.
- Zonitix cannot send email yet. Set it up under Security Settings, then Email / SMTP. The schedule is kept, and each attempt is listed in Run history with the reason it failed.
- A recipient is refused when you save a schedule.
- Your company limits who may be sent reports. An administrator sets this under Security Settings, then Report Delivery. Use an address that is allowed, or ask for the rule to be changed.
- A run in the vault shows "SEAL MISSING" and will not download.
- The seal that protects the stored copy is missing, so Zonitix refuses to hand it out and records the event. Run the report again to store a fresh copy, and contact Zonitix support about the failed one.
- You lost a share link.
- Links cannot be shown again. Revoke the old one and create a new one.
Still stuck? See When something goes wrong, or Contact Zonitix support.