Inventory Queries (Reports)

Creating and Editing a query

This will discuss how to create and edit a query. 

When you create a new query, you start by giving it a name and choosing a starting criteria - in this case, we want to have all of our clients report back if they have an application containing the name "chrome". Next, we decide what fields will be displayed when the query executes.

As you drag and drop component fields into the display window, FileWave immediately begins filling in the blanks with data from your Clients. You can re-order those fields by dragging them back and forth until you are satisfied with the results. You should choose a Main Component, which is the index field for the query. For example, in this query, if the main component was the application, then you would get a report that showed every instance of "chrome" that existed in the database. The results would display every instance of the Chrome application, even if it was stored away from the Applications folder and not being used.

By choosing the correct component, and the right criteria, you can create queries that will tell you exactly what you want to know. In the main Inventory window, you can select your query so that it will display just by clicking on it.

Components

Key to being able to create a useful query is understanding the components you have access to. Here is a sampling of those items:


 


One of the most important new component types is the custom field. There are four different sets: Boolean; DateTime; Integer; and, String. You can create custom fields to go beyond the basic information provided by the Clients to look for unique combinations that include searching for files created prior to a certain date, or add marker files to clients that include a filename or text that meets custom criteria. You do this by passing arguments to the fwcld command.

The general format used to set any custom.ini value (including new keys) follows this format:

$ fwcld -custom_write -key <key_name> [-value <value_to_save] [-silent]

Examples
Setting "custom_bool_13" to a false:

$ fwcld -custom_write -key custom_bool_13 -value 0
$ fwcld -custom_write -key custom_bool_13 -value false

Setting "custom_bool_13" to true:

$ fwcld -custom_write -key custom_bool_13 -value 1
$ fwcld -custom_write -key custom_bool_13 -value true
$ fwcld -custom_write -key custom_bool_13 -value something

Setting "custom_date_02" to a date:

$ fwcld -custom_write -key custom_date_02 -value 2014-02-20T15:22:43

To remove any key value, just leave off the -value parameter - so to reset the "custom_date_02" value back to it's default.

$ fwcld -custom_write -key custom_date_02 

Notes

  1. When a provided key name matches integer, date or boolean custom field names - the program will validate the provided input. If this validation fails, an error message is printed and the program will exit without setting the custom.ini value.
  2. When any failure to set a custom.ini value occurs, the program will exit with code 1, if setting the value succeeds the exit code is 0.

Add FileWave Custom Inventory fields remotely using a Fileset

Expressions

When you add an expression, the logic generally revolves around "is this thing true or not?" What you actually get to work with is a list of possibilities, such as "this is exactly what I am asking for", "this contains the thing I am asking for somewhere in the field I am looking", "this begins/ends with the thing I am looking for", or the all time favorite "is null" - which means the field I am looking at has no value set at all. Of course, you also have the opposite of all these with not - is not, does not, etc.

In this example, we are looking for any instance of an application where the name contains the text "minecraft" -

Field values

The whole purpose behind the query is to get useful information out of inventory. You do this by adding fields to display the results of answers to your query. In Inventory, you access the same components you use as criteria for the search as the display fields. In our example, we are looking for "minecraft" but if we left it at that, all we would get back from the FileWave database is "yup, I found it. Now what?"

Here's the result without us asking for a more detailed result. This is the database telling us that it found "minecraft" with no clue as to where it is on any of the clients. So now, we are going to clean up the view and add the component "device name" so that our query will tell us what device this is on.


You can see how a simple query can be constructed, and that it can prove quite useful to just look for some simple answers. Next, we are going to look at some more powerful examples of queries that you can put to use.

Example - Tracking application usage

A powerful tool in the Inventory / License Management is the ability to track application usage. You can create queries that display the amount of time any managed device is using any installed application. An easy example here would be to look at who is using a specific browser and how often.
The query is built based on locating an application - in this case, Google's Chrome web browser. However, instead of just locating the application as we did in the first example, we are going to find out how often that item gets used. FileWave provides application usage components for this purpose. Here's the query with its display fields:

You can see that adding the proper fields, as well as choosing the proper index or Main Component for the display, you get a good bit of information from this query.

Example - Identifying VPP applications that support device assignment

With the functionality in Apple's VPP of directly assigning applications to FileWave client devices, you have the challenge of finding out which of your many applications support that feature. Here is a query you can set up to determine which of your deployed Filesets support device assignment.

The Fields include the product name and, most importantly, the Device assignable flag. The results don't show every VPP application and its status, only the ones that are already active.

Demystifying Inventory Queries

Description

Inventory queries are fundamental, both for reporting and Fileset deployment.  For basic details for queries, please take a look at Creating and Editing a query

However, if the query isn't correct, then you could end up with incorrect reports or worse still incorrect Fileset deployments or removals.

Information

So as well as the above section of the guide, additionally there are some example queries built into the Admin console: What are Sample Queries?

Sometimes though, you need something that is a little more complex or you can't quite get the right results.  Some considerations when making queries:

Following are some examples to demonstrate this.

  1. Devices that do not have an application installed
  2. Unexpected Entries
  3. None and Not

1) Devices that do not have an application installed

Do you need the query?

This seems like an odd question, but why is this required?  If Filesets are associated they should be installed, if not already, at the next check-in from the device.  If the software has failed, then this is already available through the Report window.  Perhaps they aren't in the right groups to be associated though or maybe the device hasn't checked in for a long time.  Creating a Smart Group based upon an application that is not installed though, will not change the installation status if there is already an association and the App has failed to install.

Does the criteria match the desired expectation?

In this case, we want the devices that do not have an application installed.  Using Firefox on macOS as an Example.

Drag in 'Application' > 'Name' to the criteria and set the following:

Note we have 'Is' selected.  Selecting 'Is Not', 'Does Not Contain', etc will not yield the desired results.  Selecting 'Is Not' for instance, will list all devices that have any application on those devices that are not called Firefox.app.  In essence, this will be all devices, those with and those without Firefox.  Instead, we tick the Not box.

By using the Not box, it gives the reverse of the query.  List all the devices that have Firefox and then give the opposite result (based on the Main Component, which will be covered next).

Since this is a MacOS query, then additionally the OS Type can be added:

FirefoxMissingQueryCriteria.png

What Main Component should be used?

The main component is the key ingredient that the criteria will be based upon.  Imagine two fields: FileWave Client Name and Application > Name

With the main component set to Application, the query will be:

A query set up this way will therefore show all devices, as any App that is not Firefox.app will be a successful hit on this search

FirefoxQueryMainComponentApplication.png

With the main component set to macOS/Windows Device, then the query will be:

This will be a different set of results, as now any device that has Firefox installed will no longer show.  This is the desired result.

FirefoxQueryMainComponentmacOS.png

What Fields do you really need present?

The above has given the desired result, but there are multiple entries per device.  From a Smart Group association point of view, strictly speaking, this should not matter.  There is only one of each device in reality, but it makes it hard to read and does not work well as an Inventory Query for reporting.  As such, removing any relationship that will create a 1:many relationship would be ideal, such that there is only one result per device.

FirefoxQueryClientNameOnly.png

2) Unexpected Entries

Sometimes some entries seem unexpected.  This is usually related to one of the query items in the last example not being set as expected.  From the last example, changing the Main Component to Application will still have an undesired result, as this will be searching the criteria against Application entries in the database even though that Field is not shown.  There will still only be one entry visible per device, but the search is now listing all Applications that are not Firefox, so every device.

FirefoxQueryClientNameOnlyByApplication.png

It is possible though, that with an incorrect Main Component and certain fields added, the output can appear confusing.  Start with a fresh Inventory query and by setting the following, many entries can be seen with no FileWave Client Name:

With the Main Component set as Operating System, there will be many entries with no FileWave Client Name.

AllOSInfoQuery.png

This will be because entries have been made into the database from machines running these OS versions that are no longer appropriate for any of the active devices.  Changing the Main Component can provide a true representation of the current installed OS versions.

AllOSInfoQueryMainComponentmacOS.png

Saving the above with the Main Component set as Operating System these entries can be seen to have no client.  Right-click on an entry.  As well as Copy, is there the option to Reveal Client:

InventoryQueryRevealClient.png

InventoryQueryCopyName.png

If there is no Client to Reveal, then there is no representable entry in the database.  If you have a FileWave Client Name that shows but does not have the option to Reveal Client, it may be an old static record that will require manual removal.  In this instance, you could contact support and they would be able to assist in tidying this up.

Inventory Only and Archived Clients
When attempting to Reveal Clients, if the client is either Inventory Only or Archived, the relevant option to view these would need to be set through the contextual Menu Item

3) None and Not

Not can in many instances be more useful.  A question was posed:

"We would like an Inventory query to show devices that have multiple specific Filesets installed. The issue I am seeing is that if you try to enter multiple Fileset IDs to an inventory query it will show no results because I am guessing it is trying to look for every Fileset to have multiple IDs. So basically I want to find a device that has Fileset 1, 2, and 3, installed and they must have all 3 to go into the query."

Taking from the information above, the negative logic will be seen to be the approach.  Trying to search for each of these using positive logic will again not yield the correct results.  Instead, Not can be used with desired results when mixed with None.

InventoryQueryNoneNot.png

Take some time to think about how this works.  Understanding this will make Inventory Query building in general more successful and ensure you don't have unexpected results.

What are Sample Queries?

We are frequently asked about the intention of the Sample Queries that you find in the Inventory Queries view in the FileWave Admin.

Problem

For new users of FileWave, the intent of Sample Queries is sometimes a bit of a mystery.  We'll clear that up here!

Envioronment

Sample Queries are provided by default in the Inventory Query view of your FileWave Admin as you can see below:

Sample Queries.png

Resolution

Sample Queries are actually provided for two primary reasons:

  1. To provide you with pre-built common queries so you can get started quickly.  These would be queries that are useful just as they are, such as All iOS or All Mobile.
  2. To provide you with complex queries that you can use as examples to build your own queries.  Sometimes it is just hard to get started on a complex query, like a query you might have to do for an Office Suite.  These complex samples give you a starting point to building your own complex inventory queries.

Additional Information

For best results, duplicate sample queries before you modify them so that you don't change the original.  The Refresh Samples button in the Inventory Query view will put back any sample query that you may have deleted, but it will NOT over-write a modified query.

How do I export the results of an Inventory query?

Problem

The results of your inventory query will appear in the admin console, but you need to be able to share those results with others that do not have access to the admin console.

Environment

FileWave Admin Console

Resolution

There are 3 ways to export the results of your inventory query:

  1. Select "File -> Export current View" from the menu bar. This will give you a tab delimited file that you can use to share with others. 
  2. Create a scheduled report via "Assistants> Scheduled Reports...". This will allow you to automate the export of the tab delimited file. The file can be delivered via email to a user defined email address.
  3. Leverage the RESTful API to extract the inventory query results. Please see our API documentation for more information.

Generating scheduled reports

Being able to look at the various queries while logged in to the FileWave Admin is one thing. Being able to have the results of a query automatically sent to your or someone else's email inbox at the same time every week is much better. FileWave supports creating scheduled reports from queries and the process is very simple.

How to create Scheduled Reports

  1. First, you select Assistants → Scheduled Reports… from the FileWave Admin menubar.

Multiple Email Addresses

If you would like to send to multiple email addresses, you will need to separate the addresses by a semicolon.

If you are not the Superuser you will NOT see the Owner section at all; as you can see in the screenshots below, only the Superuser can assign a user to reports.

Scheduled Reports Results

The reports that get sent will be tab-delimited text files that you can easily convert or import into any editor you like to use.

Query Results


License Results

FileWave Server Mail test receives Bad Request with Google Accounts

What

Setting up the Mail settings within FileWave preferences to send reports is great. However, the first time configuring this feature with Google accounts may run into errors like Bad Request as seen below.

BadRequest.png

When/Why

When first-time setting up FileWave mail preferences, you need to set up 2FA with your Google account to add FileWave as a custom application for third-party management. This allows permission for FileWave to send emails to your Google account.

FileWave Admin Preferences 2022-11-02 at 9.43.50 AM-20221102-134352.jpg

How

Be sure to enable 2FA on your Google account to have access to Signing in to Google. You may follow the Google documentation here: Manage third-party apps & services with access to your Google account. Once you have enabled it, there will be an option for App passwords. Here you may create a custom name for the app, and it will generate a password that you will copy and paste into FileWave email preferences.

Attempt again by sending a test email to verify FileWave and Google account permissions.

GoogleAppPassword0.png

GoogleAppPassword1.png

GoogleAppPassword2.png

GoogleAppPassword3.png

GooglePassword4.png

Sending Scheduled Reports to More Than One Address

You may find that when setting up a scheduled report on an inventory query or a license report that you may need to send it to more than one recipient..

Problem

Frequently, if not always, you may need to send scheduled report results to more than one email recipient.  Of course, you can always use a generic email address that goes to more than one recipient, but that is not always feasible.

Environment

This issue impacts all scheduled reports.

Resolution

The syntax to add multiple recipient email addresses is simple...just use semi-colons to separate the addresses, as follows:

user1@mail.com; user2@mail.com; user3@mail.com; user4@mail.com

Additional Information

Remember that Scheduled Reports are sent on their defined schedule, but can also be sent immediately by use of the Send Now button in the Scheduled Report Assistant as you see below.  Using Send Now is a great way to test your scheduled report to multiple recipients immediately! 

email-report.png

Filtering in Inventory Queries

What

Historically inventory queries in FileWave did not allow you to filter for specific values.  In v14(+) you can now filter for text objects in very much the same way you can filter in the Clients view.

When/Why

We are going to want to filter whenever we need to get to data quickly.  For instance, when a customer in the field calls with an issue and we ask them to give us the Asset Tag info for quick identification.

How

Filtering in any inventory query view is as simple as entering search text in the upper right filter field when the query is open.  Note that filters in FileWave admin are "sticky" and will remain even when you leave the view and come back to it.  See example below:

Exporting & Importing Inventory Queries

Description

As of FileWave version 15.4, it is now possible to export and import Inventory Query definitions.  This makes sharing them easier than ever.

Also export and share any included Custom Fields utilised in an exported query.

Importing & Exporting Custom Fields

Each Custom Field has a unique name: 'Internal Name'.  When uploading a Custom Field, if another Custom Field already exists with the same Internal Name, the newly imported Custom Field Internal Name will be altered to prevent conflict.

Imported Inventory Queries referencing Custom Field Internal Names, will be referencing the Internal Name.  Where a conflict has occurred, the Query must be updated to reference the new, altered Internal Name of the newly imported Custom Field.

Information

Prior to 15.4, sharing Inventory Queries relied upon a FileWave API command to grab the definition from one FileWave Server and then subsequently import that definition into another FileWave instance also using API.  However, exporting and importing is now available via the right click contextual menu within the FileWave Central Admin Console.

Directions

From the FileWave Central > Inventory Queries view...

Export Query

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Import Query

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