How to get all reports used in the last 12 months along with report owner?

Questions & Answers
1

Hi Team,

I would like to create a report in eazyBI that lists all reports that have been used/executed during the last 12 months.

Additionally, I would like to include the following information:

  • Report Name

  • Report Owner

  • Number of Executions

  • Last Execution Date

I understand that the Usage Statistics account contains report execution information, but I am not sure how to retrieve the report owner together with the usage data.

Could you please advise:

  1. Is it possible to get a list of all reports used in the last 12 months?

  2. Can the report owner be displayed in the same report?

  3. Is there a recommended MDX calculation or report setup for this requirement?

Thank you for your help.

2

Hi @sudheer-kumar,

Here is how you can approach each requirement using the Usage Statistics account in eazyBI:

1. List of all reports used in the last 12 months

In the Usage Statistics cube, add the Report dimension to rows and the “Report Executions” measure to columns. Then, use the Time dimension to filter to the last 12 months. This will show only reports executed during that period.

2. Number of executions and last execution date

The “Report Executions” measure gives you the total count. For the last execution date, you can add a calculated measure with this formula:

Tail(
  Filter(
    [Time].[Day].Members,
    [Measures].[Report Executions] > 0
  ),
  1
).Item(0).Name

3. Report owner

Could you clarify what you mean by “report owner”? Are you looking for the report creator or the last user to update the report?

  • For the last updated by user, you can use this calculated measure expression:
[User].[User].GetMemberNameByKey(
  [Report].CurrentHierarchyMember.Get('Updated by')
)
  • For the report creator, you can use the following:
[User].[User].GetMemberNameByKey(
  [Report].CurrentHierarchyMember.Get('User ID')
)

See Usage statistics documentation

I hope this helps!

Best,
Marita from support@eazybi.com

3

Hi Marita,

Thank you for your reply and for providing the usage statistics examples.

The information helps identify reports that have been executed in the last 12 months. However, for our cleanup exercise, we also need to identify reports whose last modification/update date is older than one year (for example, reports that were last updated 2–3 etc years ago).

Our goal is to generate a list of reports that have either not been executed or not been updated for more than one year so that we can review and clean up obsolete reports.

Any guidance on how to obtain this information would be greatly appreciated.

Thank you for your assistance.

Best regards,
Sudheer Kumar

4

I tried the approach you suggested, but I am not getting the expected results.

For example, in the Usage Statistics cube, when I look at Amit’s account, I can only see 3 reports. However, when I open the actual account, I can see 9 reports available. Could you please help me understand why there is a difference?

Additionally, when I use the Report Creator calculation, the values are coming back empty for the reports I checked. Could you please advise if there is any additional configuration required or if I might be missing something?
I am attaching screenshots for your reference
If it would be easier to discuss this over a meeting, please feel free to schedule one at any convenient time. I am based in the IST time zone (any time works for me).

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