User access to Virtual Data Room (VDR) and VDR content is monitored by Intralinks’ Access Monitoring Services (AMS). AMS generates reports on a daily or weekly basis, that you can access from a secure VDR. The AMS report includes the following information:
- Access detail – for each deal on which a monitored user is active, a list of items that have been viewed by any of the users, including the item’s title and folder, the item’s public/private content classification (where available), the name of the user who accessed the item, and the access date/time.
- Exposure detail – a list of all deals the monitored users have access to, including the name of the user who last accessed each deal and the date of this access.
- Exposure by user – for each monitored user, shows which deals they can access and the public/private declaration for the deal (if the public/private feature is enabled).
- Public/private declarations – tracks each time a monitored user changed their public/private declaration during the reporting period on all the deals accessible by the user.
Monitored users – a control report that identifies every employee who has an Intralinks ID and is being monitored by AMS reporting.
The report is available in either Microsoft Excel (.xls) or Extensible Markup Language (.xml) format.
Note: XML report generation is recommended for its portability to other databases for ease of data manipulation and reporting purposes. XML is also ideal for clients with a large Intralinks user base and corresponding volume of VDR exposure, thus avoiding the row limitations of Excel.
Two additional files (ams_default.dtd and AMS XML Report.doc) have been added to your VDR to help your IT team assist you in interpreting the contents of the XML file.
How to view AMS reports
AMS reports are generated on the basis (daily or weekly) and in the format (Excel or XML) that you arranged with your Intralinks representative. Your representative also informed you about the name of the VDR to which the generated AMS report will be delivered. You serve in the role of manager on this VDR.
Reports are generated overnight and delivered to the VDR by 10 a.m. on the day you expect to receive the report. An email alert is your signal that the report is ready for viewing. You will be informed about delays in report generation in an email from Intralinks.
View AMS reports
- Log into Intralinks and access the VDR containing the AMS report. If you have access to only one VDR on Intralinks, that VDR will appear automatically when you log in. The AMS reports are organized in folders, first by year and then by month.
- To display the list of reports, click the folder you would like to review.
- Click the report to display it or select the report and click Download to save it locally.
How to delete AMS reports
You can delete AMS reports while keeping a record of deleted items. To do this:
- While viewing the list of reports, check the box next to the report you would like to delete.
- Click Delete.
- (Optional.) To view a list of deleted reports, select Deleted Documents from the left panel within the Documents section. This will list all deleted reports and details of the deletion.
How to enable colleagues to view AMS reports
You can add colleagues to the AMS reports VDR so that they can receive alerts when reports are available for viewing. To do this:
- Access the AMS reporting VDR and select Users and Groups at the top of the screen.
- Click Add User(s).
In the Add New Users panel, enter or paste the email addresses of the users you want to add to the VDR.
- In the Role field, select a role for the new users.
- In the Group field, select a group for the new users.
If you do not want to send a welcome email immediately, check the Send Welcome Email option.
If you leave the Send Welcome Email option checked, depending upon the current phase selected for the VDR and the role selected for the new members, an email notification is sent to the users welcoming them to the VDR. In addition, if you are inviting users that are new to Intralinks, they will receive an email to activate their account.
- If you are satisfied with your selections and no further changes are needed for individual members, click Add Users. The selected people are added to the VDR.
If you need to change the role or group for individual users, or if you want to add a comment to the email notification that will be sent to welcome the new users to the VDR, click Customize and continue with the next procedure.
This action will send out an invitation to the new user to access the VDR.