Workspace Analytics

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General Overview

Workspace Analytics is a feature included in the LEARN solution. Workspace Analytics gives you visibility of user interaction with documents and identifies users that are most active on a specific project or matter.

To access Analytics, go to a Workspace, and select the Workspace Analytics icon:

Workspace_Analytics.png

In the Workspace Analytics, you can see four panes:

  • Active Users
  • Activity Calendar
  • File Types
  • Top Documents

Activity_Calendar.png

The Active Users Pane

In the upper-left corner, you can see the Active Users pane that helps you to identify the most active users within the Workspace. Next to each user, you can see a number that indicates how many actions have been performed by that user.

Active_Users.png

The Activity Calendar Pane

The Activity Calendar pane is a calendar that stores all the activity information during the last year by each month and day of the week. One box represents one day, which gives you the visibility of actions on that day. At a glance, you can understand when users have been the most or the least active.

There are several color shades in the calendar:

  1. The highest activity (for example, 2000+ actions)

Note: The highest activity may differ in number but will always have the darkest color.

  1. Active usage (e.g., 1000+ actions)
  2. Less active (e.g., approximately 200 actions)
  3. Several taken actions (e.g., 7 actions)
  4. Few actions (e.g., 1-2 actions)
  5. An empty box means that there was no activity on that day.

Colors_Activity_Calendar.png

The File Types Pane

In the lower-left corner, you can see the File Types pane that groups different types of files. The number in the table represents the number of actions taken on documents of each file type:

  • Email (.eml, .msg)
  • Document (.docx, .docm, .dotx, .dotm, .dox, .dot, .rtf, .odt, .wpd, .doc)
  • PDF (.pdf)
  • Presentation (.pptx, .ppt, .pptm, .ppsx, .pps, .ppsm, .potx, .pot, .potm, .odp)
  • Spreadsheet (.xls, .xlsx, .xlsm, .xlsb, .xlam, .xltx, .xltm, .xlt, .xla, .xlm, .xlw, .ods, .odc)
  • Image (.jpg, .jpeg, .tif, .tiff, .png, .gif, .bmp)
  • Other (all other file types)

File_Types.png

The Top Documents Pane

On Top Documents, you can see which of the documents had the most interactions in this Workspace. You can select the Go to Document List button, which will take you to another tab with the documents that are listed in the Top Documents pane.

Top_Documents.png

You can also sort columns by Name (in alphabetical order), ID (sorting by the document ID), Top Contributor (in alphabetical order), and Actions (action numbers in descending or ascending order).

Top_Documents_sorting.png

Apply Filters

Workspace Analytics shows general information about all users. But you can filter the other panes to show activity performed by a specific user.

Go to the Active Users pane and select a username. Now, you can see all three panes showing data for this user only: Activity Calendar, File Types, and Top Documents.

Username_Filter.png

You can add multiple filters and you will see them stacking up. When you select an item in a pane, the other three panes will be updated to reflect the new filter. You can select the date when there were any interactions in the Activity Calendar pane to see which files you or someone else has worked on, and which ones were in the Top Documents that day.  You can also apply filters to the File Types or Top Documents, and see users who interacted with that file type or even with a specific document.

Multiple_Filters.png

To clear a filter, select the Close icon.

Clear_Filter.png

You can also deactivate the filter and you will be able to see the overall analytics of all users. To do this, select the filter you want to deactivate, and the color of the filter will turn gray. To reactivate the filter, select it again.

Deactivate_Filter.png