The BrightWork User Access Report is a Web Application timer job that generates a CSV file that reports on all users with Read access or above for each BrightWork site collection within the Web Application.

Generate a User Access Report

This procedure requires administrative privileges on the server BrightWork is installed on. It also assumes the timer job feature has been activated.

If the BrightWork User Access Report Timer Job does not run on a schedule then to generate a new report:
  1. Login to Central Administration
  2. Select Monitoring | Review job definitions
  3. Select BrightWork User Access Report Timer Job
  4. Select Run Now
    This may take some time to run depending on the size of the BrightWork environment, server load, etc. In this scenario it may be preferable to run the job at a scheduled time
  5. This will generate a CSV file in the default %ProgramFiles(x86)%\BrightWork\15\User Access Reports folder
If the BrightWork User Access Report Timer Job has run then to obtain a copy of the CSV report:
  1. Access the SharePoint server
  2. Navigate to the %ProgramFiles(x86)%\BrightWork\15\User Access Reports folder
  3. Copy the latest CSV report

Changing the Default Location

You may wish to change the default location to a document library within one of your SharePoint site collections.

To do this you must:

  1. Create a site collection if you have not done so already
  2. From Central Administration, navigate to General Application Settings
  3. Click Manage User Access Report under BrightWork Settings
  4. Click the Change default location checkbox
  5. Select a Document Library for the User Access Report using the drop down options.
  6. Save your selection

Once you have selected and saved a document library, you can confirm your decision by using the Open Document Library link at the bottom of the page.

Use the Generated CSV file

The User Access Report CSV file contains raw data and is not easily read. To help analyze the data for license counting purposes you can use a Microsoft Excel spreadsheet provided as follows:
  1. Download a copy of this Microsoft Excel file and open for editing: BrightWork-User-License-Report.xlsx
  2. Also open the User Access Report CSV file in Microsoft Excel
  3. Select all the records in the CSV file below the headings (highlighted in red) and copy the data to Raw Data sheet

    Here is an example of how this might look:
  4. Click on the Data | Refresh All (please repeat this step twice) to see the summary

  5. To add in BrightWork License Compliance details follow these steps:
    1. In the Dashboard sheet enter the number of users covered by your BrightWork Licence in the Current License Count field
    2. To exclude users from the count, e.g. farm admins or ex-employees, enter the exact User name in the Users to Exclude sheet
    3. Return to the Dashboard sheet and select Data | Refresh All to see the results

Activate the BrightWork User Access Report Timer Job

This procedure requires administrative privileges on the server that BrightWork is installed on.

  1. From Central Administration navigate to Application Management | Manage web applications
  2. Choose the web application that you wish to configure and select Manage Features in the ribbon

  3. Activate the BrightWork User Access Report Timer Job
  4. Next, navigate to Monitoring | Review job definitions
  5. Select BrightWork User Access Report Timer Job and modify the timer job schedule or Disable the timer job if you plan to run the report on demand

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