How To FAQs

This page shows ‘How to’ FAQs for ActivTrak. If you have other questions, we’ve likely answered them under one of the following categories:

About ActivTrak
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Getting Started
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Troubleshooting

 


How does Screenshot timing work?

Screenshots are generated by Alarms. The Alarm criteria are evaluated every time there is a change in the active window title bar. The default Screenshot Alarm is set to take a screenshot 20 seconds after a change in the active window title bar, unless it is preempted by another change.

The free version of the product only allows one screenshot for each change in the active window title bar. The paid version allows multiple and continuous screenshots at a configurable time interval.

Screenshots and Alarms, in general, can be targeted at specific types of activities. Alarms can be set to trigger based on any column in the Activity Log. The Activity Log keeps a running record of all active window titles and associated data.

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Can you disable tracking Screenshots?

Q: I am concerned that sending screenshots may affect the performance of our workstations. Can we disable that feature?

A: Yes, you can disable the Screenshots function, though capturing, storing and sending screenshots will not affect the performance of your computers.

To adjust and control your Screenshot settings, go to the Alarms tab on your dashboard. You can now change how often Screenshots are captured and set keyword Alarms to alert the Agent when to take screenshots.

Click here to read more about how Screenshots work.

If you are worried about sensitive information getting into the wrong hands, you can add our Data Leak Prevention (DLP) technology to your account. Data Leak Prevention (DLP) is a strategy for making sure that end users do not send or view any sensitive or critical information they are not meant to see. The term is also used to describe software products that help a network administrator control what data end users can access and transfer.

Click here to read more about how DLP works.

To update to your account, call us at (888) 907-0301.

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How can I block a website?

There are two ways you can block a website.

  1. Go to the Blocking tab on your dashboard. Under “Domain,” type the domain name you want blocked. Once all domains with that name are listed, click the box(es) on the left of the domain(s) you want to block. You can block all computers or groups of computersClick here to watch a quick-start guide on how to block a website through the Blocking tab. If a user attempts to access a blocked website, they will see this message.
  2. You can Terminate a website or an application under the Alarms tab. Set your Alarm and then scroll all the way down to the bottom of the screen. At the bottom, click the box under Terminate and then click Save. This action will shut down the user’s browser. Click here to watch how to customize your Alarms.

 

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How do I configure custom Alarms?

Alarms are customized alerts that tell ActivTrak administrators when a user is participating in unproductive actives. You can define any activity as unproductive, harmful, malicious or unwanted through your Alarms tab.

When an Alarm is triggered, it can be set to perform one or more of the following automatic reactions:

  • Capture Screenshots
  • Send an email to administrators, supervisors, users or anyone else
  • Pop-up message to user with your personalized message
  • Terminate the user’s browser or application
  • Send JSON data to any Webhook

There are four built-in Alarms in ActivTrak that you may keep or delete. If you leave them, they will capture Screenshots when a user goes to eBay, Facebook, Outlook, Craigslist, any inappropriate image and any other activity greater than 20 seconds.

To create an Alarm, go to the Alarms tab and click the Create New Alarm button on the right of the screen. From there, set your conditions—which are certain activities that you define that will trigger the Alarm.

Choose either Match Any or Match All and then click Add New Condition. Fill out the Field, Operator and Value tabs using the dropdown menus under each. After you have picked each, click Update.

Next, under Actions, click the box that says, Collect Screenshots when the alarm is triggered if you want to take a screenshot of the activity that triggers the alarm. Choose single or multiple Screenshots.

You can send a pop-up message to the user under Pop-Up Message. Type your own message in the box.

To send an email notification when an Alarm is triggered, click the box next to Send email notification when the alarm is triggered under Email.

You can also choose to have the website or application shut down by clicking the box under Terminate.

To set a USB Alarm, start on the main Alarms Tab and click Create New USB Alarm. The next page will give you options to trigger the alarm when the USB is inserted, written or both.

Also under the USB Alarm button, you can activate webhook notifications. Click the Send JSON webhook when the alarm is trigger and then enter the URL.

To finish up setting your custom Alarms, click the Activate box at the top and then click Save.

Click here to watch a how-to on setting up Alarms.

You can Terminate a website or an application under the Alarms tab.

Set your Alarm and then scroll all the way down to the bottom of the screen. At the bottom, click the box under Terminate and then click Save.
Schedule a live online demonstration of ActivTrak by contacting us at 1 (888) 907-0301 or email info@activtrak.com.

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How do I install ActivTrak through my network?

To install ActivTrak without downloading it, you must be set up with Active Directory.

You can create a GPO and deploy the Agent on to your machines. If you do not want to create a GPO, you can use our Remote Install Tool for Active Directory Networks.

If you aren’t set up with Active Directory, but your machines are networked, you can set the MSI file to a shared drive, and access it from each of your machines. If you still can’t access the file from your other machines using this way, you can also put the Agent onto a flash drive and go to each of the machines and install.

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How do I deploy the Agent remotely?

Every ActivTrak account comes with a remote Agent installation tool. It allows you to remotely install your ActivTrak Agent on other computers on your Active Directory network.

*Note: You must be on an Active Directory Network, and you must have admin rights over the other computer.

Feel free to download an install utility for the ActivTrak Agent from the following page:

http://app.activtrak.com/#/app/downloads

(Account authorization is required.)

Just install the Remote Installer. Point it to your Agent .msi file that you downloaded earlier. Then point it to one of the computers on your network and press Install. You can also use it to uninstall.

Step-by-step instruction

  • The remote installer will only work if you are on a Microsoft Active Directory Network. It will not work for standalone or workgrouped computers such as those running Windows Home version.
  • You must have admin rights over the computer that will receive the Agent.
  • Make sure you are using the latest version of the Remote Installer. Download from app.activtrak.com/downloads.
  • Install the Remote Installer.
  • Download your ActivTrak Agent from your account Dashboard and save it as a file.
  • Run the Remote Installer.
  • Point the Remote Installer source to to the Agent file you downloaded from your Dashboard.
  • Point the Remote Installer target to the name of the computer on which you wish to install the Agent. (IP addresses can be used instead of computer names)
  • Press Install.

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How can I limit which data are visible to other managers?

Access to usage data can be managed using the Settings/Access tab in your online account.  ActivTrak users who are listed as Administrators may view all log data and Screenshots without restriction. In larger organizations, you may want to allow managers to view ActivTrak data only for users who are in their department.

To accomplish this, first specify their account as non-administrator.  Then assign groups of users or computers as being viewable to the non-admin account. Use the drop-down lists on the Settings/Access page. You may first have to define your groups using the Settings/Groups tab.  If you are on an Active Directory network, your Active Directory groups will already be defined. Even if you are on an Active Directory network you may define additional ActivTrak groups that can also be used for assigning permissions.

You may assign viewing permissions to non-admins using either user groups, or computer groups, or both.  If, for instance, you specify only user groups, the data will be visible to the non-admin regardless of which computer the monitored user is on.

When working with the group lists, hold down the Ctrl key to select multiple groups or to unselect a group.

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Where do I change the password after resetting it?

Login with your temporary password that you received via email. Then go to the Settings tab on your account page and select Access. You can reset your password there.

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I need to change my email address that the info will be delivered to.

You can easily add and change users in the Settings/Access tab of you ActivTrak Dashboard.

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How do I delete activity, screenshots, and reports that I have already seen?

To clear out your data, go to the Settings tab and then to Storage. You can delete all activity, screenshots and reports by user or computer there.

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If an application is open but not in use, does this qualify as idle?

Only one application is counted at a time. If two or more applications are open, only the one that is active (that has the keyboard focus) is accumulating usage time. When the focus is changed to another application, the new application will accumulate the usage time. When we say the program tracks idle time, we mean that if there are no mouse moves or keystrokes for two minutes, no applications accumulate usage time. Instead the time is included in the total idle time.

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What is the best way to install the ActivTrak Agent?

As a troubleshooting method, we don’t recommend installing the agent from the browser on the device being monitored, as this could leave a browser history that you could forget to delete. Instead, we suggest installing the agent on a USB drive, then install from that, or a local network connection. ActivTrak also has a remote installer available for paid accounts only—learn more about the ActivTrak Agent here.

To update to your account, call us at (888) 907-0301.

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