User access to VDR and VDR content is monitored by Intralinks’ Access Monitoring Services (AMS), which produces a report, on a daily or weekly basis, that is accessible from a predetermined secure VDR. The following information is included in the AMS report:
- 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, a list of the deals the user has access to and his/her public/private declaration for the deal (if the public/private feature is enabled).
- Public/private declarations – for each monitored user, an audit of each time the user has changed his/her 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.
- Log into Intralinks and go to 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.
- Click the publication tab to view the list of AMS reports. The reports are organized in folders, first by year and then by month. Within each month’s folder is a publication that contains AMS reports for specific time periods.
- Display the name of the desired report by clicking the publication name or expanding (clicking the +) the publication.
- Click the report name, then select Open in the dialog box.
- The report is displayed. You can also choose to save the report to a local drive.
- Click close to return to the list of AMS reports.
How to delete AMS reports
You can delete AMS reports from view but not delete them from the Intralinks system. On the screen that lists the publications on the VDR, click the delete command on the left side of the screen or from the action menu to the right of each publication.
To view a list of deleted reports, select deleted from the view field on the screen listing the publications, then click go.
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:
- With the AMS reporting VDR displayed on the screen, click the participants tab. This displays the participants & group management screen.
- Click the add command. This action displays the screen on which you provide information about the colleague you want to add to the VDR.
- Enter your colleague’s name, email address, phone number, and organization in the appropriate fields.
- Click go.
- Your colleague’s name is added to the available list.
- Select the reviewer VDR role from the dropdown list to give your colleague read-only access rights. Select the manager role to give your colleague the ability to delete reports and to add other colleagues.
- Click the right arrow button (>) to add the name to the “selected” list.
- Click save.
This action adds your colleague’s name to the VDR and sends your colleague two email alerts: one is an invitation to the VDR, and the other is a temporary password.