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Dashboard Overview

Traditionally, IT personnel or security personnel have determined which individuals can access specific operations on specific resources. However, since these personnel are not always directly involved with those resources on a daily basis, they often rely on other personnel to determine who should have access to specific resources.

Users who understand the ramifications of data falling into the wrong hands are the best candidates to be data owners of specific resources.

The File Access Manager Dashboard provides a bird’s eye view of data vulnerabilities, so that data administrators and data owners can determine what actions to take to safeguard resources, and to prevent data from further exposure.

The Dashboard has an Administrator tab (with information specific to administrators) and a Data Owner tab (with information specific to data owners).

Version Identification

If a user needs to know the version of File Access Manager they are operating on, complete the following:

  1. Navigate to the Administrator drop down tab in the top right hand corner.

  2. Select About.

    The version will be listed at the bottom of the About window.

Administrator

The administrator dashboard features a graphic overview to assist in monitoring the system. Its widgets show various system statistics for detailed analysis, including reports and drill-downs to forensics screens. You can update the widgets on the administrator dashboard either automatically (continuously or once a day, depending on the widget) or manually (when a user clicks the Update Now link).

When the Update Now task finishes, the system generates a notification and displays it as a new unread notification that refreshes the Dashboard.

  1. Select Update Now to update all widgets in the Administrator tab.

    A task starts to update tables with information (in the background) for widgets, either automatically (daily) or manually.

  2. Select the bell icon to open the Most Recent notifications.

    The Last Updated date to the left of the Update Now button changes accordingly.

Data Ownership

The Data Ownership widget displays the number of resources with classified data that are missing an assigned data owner (who must review and approve user access to resources). This widget shows the compliance score of each resource and is updated once a day by default.

Select Update Now to refresh the data.

The main components of the Data Ownership widget are:

Generate Report

Select Generate Report in the widget to generate a detailed report of resources. The system will send a notification (via the bell icon) when the report is ready. You can access the report by navigating to Reports > My Reports.

Score

The score consists of a number and an associated color, as follows:

  • 0 to 5: Red (high risk)
  • 5.1 to 7.5: Yellow (medium risk)
  • 7.6 to 10: Green (low risk)

Counter

The counter displays the number of sensitive resources missing owners.

  • If the number of resources is one thousand or more, it is expressed in K (for example, 10,000 displays as 10K).
  • If the number of resources is one million or more, it is expressed in M (for example, 10,000,000 displays as 10M).

Sensitive Data Exposure

The Sensitive Data Exposure widget shows the number of resources (considered overexposed) containing classified data that are accessible to a large group of users. The widget is updated daily by default and displays the compliance score for each resource.

To configure a resource as overexposed, navigate to Settings > General > Overexposed Resources. Here, you can view the current definition of overexposed resources and modify the criteria as needed.

The key components of the Sensitive Data Exposure widget are similar to those in the Data Ownership widget, as described in the Data Ownership section.

This widget highlights the exposure of sensitive data and is updated once a day by default. Select Update Now to refresh the data.

System Health Check

The System Health Check widget provides real-time monitoring of system services, continuously updating to reflect their status. It displays a list of both active and inactive services, categorized by service name and status. Inactive services indicate a problem, and some of these services may be restarted.

The widget shows the total number of active and inactive services, allowing you to quickly assess the system's health.

To view a list of all inactive services and their corresponding issues, select the Inactive link (highlighted in blue). The Inactive Services screen will appear, displaying a table with the following columns:

  • Status: The current state of the service (e.g., Not Responding, Broken)
  • Service: The name of the service
  • Server Name: The name of the server hosting the service
  • Action: The available actions, such as "Start [Enabled]", "Start [Disabled]", or no action required

To restart a service, select Start in the corresponding row of the table.

Select Close to exit the Activity Monitoring Inactive Services screen.

Activity Statistics

The Activity Statistics widget displays a trend graph of activities per application, with each tab representing a different application. You can manage the applications to monitor by adding tabs (by clicking the + icon next to the tabs) or by removing tabs (by clicking the x icon on the tab). The maximum number of tabs is five.

The main sections of the Activity Statistics widget are:

Timeline drop-down menu - Allows you to select a time range for the graph:

  • Last 24 Hours
  • Last 72 Hours
  • Last 7 Days
  • Last 30 Days

Generate Report tab - Provides functionality as described in the Data Ownership section.

Activity Statistics graph - Hover over any point on the graph to see a tooltip with information about the number of activities for a given date and time.

Click on the graph to drill down into the activity forensics screen, which shows a list of activities per resource.
Alternatively, you can navigate to Resources > Activities to access this screen.

This widget is updated online. Reload the page to refresh the data.

Alerts in Last 7 Days

The Alerts in Last 7 Days widget displays the number of alerts created within the last seven days, particularly highlighting the top five access rules with the most alerts.

The main sections of the Alerts in Last 7 Days widget are:

Generate Report tab - This tab provides functionality as described in the Data Ownership section.

Alerts in Last 7 Days graph - Hover over any portion of the bar graph to display a tooltip with information about the number of alerts of a specific type, the alert date, and the group for whom the alert was issued.

Select a bar on the graph to view the list of classified resources in the selected application.

This widget is updated online. Reload the page to refresh the data.

Active Data Classification Policies

The Active Data Classification Policies widget displays the active data classification policies in separate graphs for each policy. Each graph shows the five applications with the most policy-classified resources.

The main sections of the Active Data Classification Policies widget are:

Number of Policies - The number of policies is shown in parentheses after the widget name. Only one policy bar graph is displayed at a time. Use the arrows on the right or left of the graph to switch between different policy graphs.

Generate Report - This tab is described in the Data Ownership section.

Active Data Classification Policy graph - This graph shows the number of resources for each of the five top applications for a given policy.

Select a bar on the graph to view the list of classified resources in the selected application.

This widget is updated once a day by default. Select Update Now to refresh the data.

Active Campaigns

The Active Campaigns widget displays a graph showing the progress of active campaigns with a separate screen for each campaign.

The main sections of the Active Campaigns widget are:

Number of Active/In Progress Campaigns - The number of campaigns is shown in parentheses after the widget name. Only one campaign circle graph is displayed at a time. Use the arrows on the right (to display the next graph) or left (to display the previous graph) to switch between graphs of other campaigns.

Generate Report - This tab is described in the Data Ownership section.

Active Campaign graph - This circle graph shows the percentage of records for each active campaign, as well as the campaign status:

  • Approved (green)
  • Rejected (red)
  • Pending (gray)

Select a bar in the graph to drill down to a screen with a list of pending records per reviewer in a selected campaign. (You can also access this screen by navigating to Compliance > Access Certification.)

This widget is updated once a day by default. Select Update Now to refresh the data.

Top Sensitive Resources by Activity

The Top Sensitive Resources widget displays a table of the sensitive resources with classified data, with the most activities within a selected time frame. The table includes columns for the number of categories and number of activities for each resource listed.

Choose the number of categories for a resource to display their names.

This widget is updated online. Reload the page to refresh the data.

Top Users with Pending Tasks

The Top Users with Pending Tasks widget displays a table of File Access Manager users with the most pending tasks. Examples of tasks are access certifications and access requests.

The table includes columns for the name of the user, the number of the user’s pending tasks, and a button to send a reminder to the user

Select the Send Reminder icon in the row of the user to send the user a reminder of the tasks still pending.

The following alert displays: “Email reminder to [User FullName] is being sent. Notification will be provided upon completion.”

This widget is updated once a day (default). Select Update Now to refresh the data.

Data Owners

The following subsections describe each of the Data Owner Dashboard sections in detail.

My Resources

The My Resources section is located at the top of the main Dashboard display. The displayed information changes, depending upon the logged-in user’s owned resources.

The number in parentheses after the name of the resource is the average score of all the KPIs (Key Performance Indicators). The name of the application and its full path are beneath the Resource name.

The KPIs (Key Performance Indicators) change based on the selected resource.

Each KPI lists the number of indicators, along with their weighted scores (ranging from 1 to 10), which are also displayed in a color-coded circle graph.

The KPIs include:

  • Overexposed Resources
  • Overexposed Sensitive Resources
  • Users with Stale Permissions (permissions older than 12 months)
  • Stale Data (data older than 12 months, expressed in megabytes or gigabytes)

The color-coded scores are:

  • Red (0-5)
  • Yellow (5-7.5)
  • Green (7.5-10)

To view the details of a specific KPI with the applicable filters, scope, and permission type, navigate to Resources > Path (for example, C:) > KPI or select a specific KPI in the Dashboard view.

Select a KPI to see details, with the relevant filters, scope, and permission type.

Select the Dashboard tab to return to the Dashboard view.

Did You Know?

The Did You Know? section of the Dashboard contains useful information about an owned resource. This includes statistics, resource information about logged-in users, and warnings. The information may highlight users who can access resources with specific permission types or show how many users accessed a specific resource within a defined period. This information is updated for each logged-in user.

To navigate the Did You Know carousel:

  1. Select the > to the right (or the < to the left) of the displayed entries.
  2. Select a specific Did You Know? item to review it.

  3. On a tablet, use touch selection and navigation (left or right) to view the information.

    The carousel displays four items at a time and automatically moves to the next set of four items every 5 seconds. The progress dots at the bottom of the Did You Know? section show how many total groups of information are available. For example, if five dots are displayed, there are twenty pieces of information in total.

  4. Select Review Now to display the details of any item in the Did You Know? section.

My Tasks

The My Tasks section, located at the top right of the Dashboard display, lists the number of pending items in the following categories:

  • Access Certifications
  • Access Requests
  • Owners Election

Note

You can navigate directly to the My Tasks view for a specific task by selecting that task.

Owner Leaderboard

The Owner Leaderboard section of the Dashboard displays information about the data owners with the highest-ranking score per owned resource.

Owner Leaderboard scores are ranked only for data owners, displaying the identities and scores of the top five data owners and the score of the logged in user (displayed as “Me”). The Me entry indicates whether the user’s rank has increased (a green arrow pointing up) or has decreased (a red arrow pointing down).