Analytics Management

The Analytics function in Manager An Admin user who can manage and assign feedback, workflows, document, images etc. provides dynamic, real-time charts and exportable data that provide insights into your content usage.

You can use parameters such as folders, users, dates or roles to generate an analytic specific to your needs.

You can also save search filters on any analytics report. Once the search filter is saved, you can then select that filter within the report to save time when you need to run the report again.

The analytics reports are:

This report shows the total number of users who accessed at least one document during a selected time period.

You can run the report for specific users or roles, a specific date range and time intervals.

The export options are:

Option

Description

Print

Prints the report to a printer of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table to a PDF file.

Export to Excel

Exports only the data table to an Excel file.

Export full data

Exports the report to a Background task which can then be downloaded as a .csv.

The full data includes:

  • Access Date;

  • Username;

  • Firstname; and

  • Lastname.

This report shows the feedback on a document or folder of documents.

You can run the report for priority levels and a specific date range.

The export options are:

Option

Description

Print

Prints the report to a printer (Including a PDF printer type.) of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table (The chart is not exported and there is no option to include the chart.) to a PDF file.

Export to Excel

Exports only the data table (The chart is not exported and there is no option to include the chart.) to an Excel file.

This report shows the status of feedback for a document or folder of documents.

You can run the report for specific users or roles, a specific date range, the status (Open, in progress and/or closed.) and the priority. (Low, medium and/or high.)

The export options are:

Option

Description

Print

Prints the report to a printer (Including a PDF printer type.) of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table (The chart is not exported and there is no option to include the chart.) to a PDF file.

Export to Excel

Exports only the data table (The chart is not exported and there is no option to include the chart.) to an Excel file.

Export full data

Exports the report to a Background task which can then be downloaded as a .csv.

The full data includes:

  • Document ID;

  • Document Name;

  • Feedback ID;

  • Feedback Title;

  • Feedback Message;

  • Status;

  • Priority;

  • Submitted by;

  • Submission Date;

  • Assigned To;

  • Due Date;

  • Last Changes Made By;

  • Last Changes Made On; and

  • Custom fields, if any were defined.

This report shows the total number of users who have not accessed any document during a selected time period.

You can run the report for specific users or roles, a specific date range and time intervals. (Daily, weekly or monthly.)

The export options are:

Option

Description

Export Full Data

Exports the report to a Background task which can then be downloaded as a .csv.

The full data includes:

  • User ID

  • Username

  • Firstname

  • LastnameLast Access date

For more information, see Run Inactive users report.

This report shows the top most-accessed documents in any folder.

You can run the report for specific folders, document types, users or roles, a specific date range and number of records. (You can select to see the top 10, 100 or 1000.)

The export options are:

Option

Description

Print

Prints the report to a printer (Including a PDF printer type.) of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table (The chart is not exported and there is no option to include the chart.) to a PDF file.

Export to Excel

Exports only the data table (The chart is not exported and there is no option to include the chart.) to an Excel file.

This report shows the most common search terms used by users.

Note: There is no 'folder' filter for this report. This is because the report is run on user/role data.

You can run the report for search type, ('Normal' reports on all searches. 'Autocomplete' reports only search items selected from results shown in the auto-suggest list.) specific users or roles, a specific date range and number of records. (You can select to see the top 10, 100 or 1000.)

The export options are:

Option

Description

Print

Prints the report to a printer (Including a PDF printer type.) of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table (The chart is not exported and there is no option to include the chart.) to a PDF file.

Export to Excel

Exports only the data table (The chart is not exported and there is no option to include the chart.) to an Excel file.

This report shows the most active users.

You can run the report for specific users or roles, a specific date range and number of records. (You can select to see the top 10, 100 or 1000.)

The export options are:

Option

Description

Print

Prints the report to a printer (Including a PDF printer type.) of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table (The chart is not exported and there is no option to include the chart.) to a PDF file.

Export to Excel

Exports only the data table (The chart is not exported and there is no option to include the chart.) to an Excel file.

This report allows you to run a report on specific search terms.

You can run the report for search type, ('Normal' reports on all searches. 'Autocomplete' reports only search items selected from results shown in the auto-suggest list.) specific users or roles, a specific date range and time intervals. (Daily, weekly or monthly.)

The export options are:

Option

Description

Print

Prints the report to a printer (Including a PDF printer type.) of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table (The chart is not exported and there is no option to include the chart.) to a PDF file.

Export to Excel

Exports only the data table (The chart is not exported and there is no option to include the chart.) to an Excel file.

This report shows which documents and folders have been accessed.

You can run the report for specific users or roles, a specific date range, time intervals (Daily, weekly or monthly.) and access type.

  • The access types are:

Type

Description

Change notification

Users accessed the document/folder via a document change notification.

Document link Documents accessed from a link from one document to another.

Users accessed the document/folder via a link from within a Panviva document to another section within that document or to a different Panviva document.

External link

Users accessed the document/folder via an external link such as an email.

Favorites Documents accessed from a user's Favorites list.

Users accessed the document/folder via their Favorites folder.

Folder tree

Users accessed the document/folder via the Panviva Viewer Viewers are users with Read-only access to documents. They can access documents and submit feedback to editors folder view.

Login

Users accessed their home page upon log on.

Navigation history

Users accessed the document/folder via their Viewer More > Miscellaneous > Navigation history.

Search

Users accessed the document/folder via typing a search term in the Viewer search field.

  • The export options are:

Option

Description

Print

Prints the report to a printer (Including a PDF printer type.) of your choice. The printed version displays both the chart and the data table.

Export to PDF

Exports only the data table (The chart is not exported and there is no option to include the chart.) to a PDF file.

Export to Excel

Exports only the data table (The chart is not exported and there is no option to include the chart.) to an Excel file.

Export full data

Exports the report to a Background task which can then be downloaded as a .csv.

The full data includes:

  • Document ID;

  • Document Name;

  • Document Type;

  • Document Location;

  • Document owned by;

  • Date of Access;

  • Access Type;

  • Username;

  • First Name;

  • Last Name;

  • Email; and

  • Roles.

Best practices

  • To save both chart and data report information to a PDF, use the Print function and print the report to a PDF printer type.

    Note: The 'Export to PDF' function does not save the chart in the export file. Only printing to a PDF will save the chart.

  • Run the Inactive users report periodically to see who is not using the Panviva knowledge base. It allows you to take corrective actions for struggles the user may be having.

  • Run the Top search terms report periodically to see what users are searching for. In team huddles, ask if the search results brought the user(s) what they needed. You can then take corrective action to add text or keywords to documents if necessary.