📊 Analytics Dashboard Guide¶

The Analytics Dashboard provides comprehensive insights into your document management system, showing statistics, processing status, and usage patterns.

Dashboard Overview¶

Access the Analytics Dashboard through: - Main Navigation → Analytics - Admin Panel → System Analytics (admin users) - API Endpoints for programmatic access

Document Statistics¶

Processing Metrics¶

The processing metrics section provides essential insights into your document management system's performance. Total Documents shows the complete count of all documents in the system, giving you a clear picture of your data volume at a glance.

For quality assurance, the OCR Success Rate displays the percentage of successful text extractions, helping you identify potential issues with document quality or processing configurations. Additionally, Processing Speed tracks the average documents processed per hour and per day, which is particularly useful for capacity planning.

Storage Usage reveals the total disk space consumed by documents and metadata, while the system also tracks Peak Processing Times to help you understand when your system experiences the highest load. These metrics together provide a comprehensive view of your document processing pipeline's health and efficiency.

Document Types¶

Understanding your document composition is crucial for optimizing storage and processing strategies. The dashboard provides a comprehensive File Format Breakdown that visualizes the distribution of PDFs, images, Office documents, and other file types in your system.

Beyond file formats, you can analyze how documents enter your system through the Source Distribution metrics, which categorize documents by their upload method - whether they were manually uploaded, synchronized via WebDAV, pulled from S3 buckets, or ingested from local directories. This information helps you understand user behavior and optimize your integration points.

The Size Distribution analysis reveals document size ranges and their storage impact, enabling better capacity planning. Furthermore, Language Detection statistics from OCR processing show the linguistic diversity of your documents. The system also maintains Version History metrics and tracks Document Age Distribution to help with retention policy decisions.

Processing Status Overview¶

Real-time Status¶

Monitor your document processing pipeline in real-time with live status indicators. The Queue Length metric shows how many documents are currently awaiting processing, providing immediate insight into system load and potential backlogs.

You can track Active Jobs to see which documents are being processed right now, complete with progress indicators for large files. The dashboard also displays Recent Completions, showing the last batch of successfully processed documents along with their processing times and any notable events.

When issues arise, the Error Count immediately alerts you to failed processing attempts that require attention. Additionally, the system monitors Average Wait Time in the queue and Resource Utilization to help you identify bottlenecks before they become critical.

Processing History¶

Analyze historical processing patterns to optimize your system's performance and predict future needs. Hourly Trends reveal processing volume fluctuations throughout the day, helping you identify peak load times and schedule maintenance during quiet periods.

The system tracks Daily Patterns that emerge over time, showing consistent peak usage times and quiet periods across different days of the week. This data is invaluable for capacity planning and understanding user behavior patterns. Success Rates provide historical context for OCR and processing reliability, allowing you to track improvements or identify degradation trends.

Furthermore, detailed Performance Metrics demonstrate processing speed improvements over time, validating optimization efforts and hardware upgrades. The dashboard also includes Seasonal Variations analysis and tracks the impact of system updates on processing efficiency.

User Activity Analytics¶

Usage Patterns¶

Gain deep insights into how users interact with your document management system. The Active Users metric tracks daily, weekly, and monthly active user counts, helping you understand engagement levels and identify trends in system adoption.

Upload Activity analysis goes beyond simple counts to show document upload frequency by user, time of day, and document type. This granular data helps you understand user workflows and identify power users who might benefit from additional features or training.

Search behavior is another critical indicator of system usage. The Search Activity analytics reveal the most common search terms, query patterns, and search success rates. Additionally, Feature Usage statistics show which capabilities are used most frequently - from OCR processing to advanced search filters. The system also tracks User Journey Paths through the application and monitors Session Patterns to continuously improve the user experience.

Access Patterns¶

Understanding how and when users access your system is essential for performance optimization and security monitoring. Login Statistics provide detailed insights into user authentication frequency, including successful logins, failed attempts, and authentication methods used (local vs. SSO).

Session Duration metrics reveal the average time users spend in the application, helping you understand engagement levels and identify potential usability issues. Longer sessions might indicate engaged users or confusion with the interface, while very short sessions could suggest users quickly finding what they need or abandoning tasks.

The Popular Documents analysis identifies the most accessed and searched documents in your system, which can inform caching strategies and help you understand what content is most valuable to your users. Peak Hours data shows the busiest times for system usage throughout the day and week. The system also tracks Geographic Access Patterns and Device Types used to access the platform.

Source Performance¶

Sync Statistics¶

Maintain visibility into your external data source synchronization with comprehensive sync statistics. Source Health monitoring provides real-time status updates for all configured data sources, including WebDAV servers, S3 buckets, and local directories, with automatic alerting when sources become unavailable.

The dashboard tracks Sync Frequency to show how often each source is synchronized, along with average sync duration and data transfer volumes. Understanding your Discovery Rate - the number of new documents found per sync cycle - helps you gauge the growth rate of your document repository and plan for storage expansion.

Error Rates are broken down by source type and error category, making it easy to identify problematic sources or configuration issues. The system also monitors Sync Performance Trends over time and tracks Bandwidth Usage during synchronization operations.

Source Comparison¶

Compare and contrast different data sources to optimize your document ingestion strategy. The Volume by Source analysis shows document counts from each configured source, helping you understand which integrations contribute most to your repository.

Performance Metrics enable direct comparison of sync speed and reliability across different source types. This data is invaluable when deciding whether to prioritize certain sources or investigate performance issues. You'll see average sync times, success rates, and error frequencies side by side.

Storage impact varies significantly by source, and the Storage Usage breakdown reveals disk usage patterns by source type, including average file sizes and compression ratios. The Processing Success statistics show OCR success rates by source, which can indicate document quality differences. Additionally, the dashboard tracks Source Growth Rates and provides Cost Analysis for cloud-based sources.

System Performance¶

Resource Utilization¶

Monitor system resources to ensure optimal performance and identify potential bottlenecks. CPU Usage graphs display system load over time, broken down by process type (OCR, indexing, API serving) to help you understand which operations consume the most processing power.

Memory Usage tracking reveals RAM consumption patterns throughout the day, including peak usage periods and memory allocation by component. This information is crucial for capacity planning and identifying memory leaks. The dashboard also monitors Disk I/O operations, showing storage read/write activity patterns that can indicate when your storage subsystem might become a bottleneck.

Network Usage metrics are particularly important when working with remote sources, displaying bandwidth utilization for WebDAV, S3, and other network-based integrations. The system additionally tracks Database Connection Pools, Thread Utilization, and Cache Hit Rates to provide a complete picture of resource consumption.

Health Indicators¶

Comprehensive health indicators ensure you're always aware of your system's operational status. Uptime Statistics track system availability with detailed metrics including total uptime, planned maintenance windows, and unexpected outages, helping you meet your SLA commitments.

Performance monitoring through Response Times shows API endpoint latencies and web interface loading speeds, broken down by operation type and time of day. These metrics help identify performance degradation before users notice. Error Rates are categorized by type (database, network, processing) and severity, with automatic alerting for unusual patterns.

The Queue Health indicator monitors background job processing efficiency, including average processing time, queue depth trends, and worker utilization. It's worth noting that the system also tracks Service Dependencies health and maintains Circuit Breaker status for external integrations.

Custom Reports¶

Report Builder¶

Create custom analytics reports tailored to your specific needs with our flexible report builder. Start by defining your Date Range Selection to focus on specific time periods - whether you need daily operational reports, monthly summaries, or year-over-year comparisons.

The Metric Selection interface allows you to choose exactly which statistics to include in your reports. You can combine processing metrics, user activity data, and system performance indicators to create comprehensive dashboards or focused analyses for different stakeholders.

Filtering Options provide granular control over your data, enabling you to filter by user groups, document sources, file types, and processing status. Once configured, you can save report templates for recurring use. The system supports multiple Export Formats including PDF for presentations, Excel for further analysis, and CSV for data integration. Additionally, you can schedule automatic report generation and set up Email Distribution Lists for regular report delivery.

Scheduled Reports¶

Automate your reporting workflow with intelligent scheduled reports. Daily Summaries provide automated statistics delivered via email each morning, highlighting key metrics, anomalies, and pending actions that require attention.

Weekly Reports offer comprehensive performance analysis including trend comparisons, user activity summaries, and system health assessments. These reports are particularly valuable for team meetings and stakeholder updates. For strategic planning, Monthly Analytics deliver detailed usage patterns, cost analysis, and capacity projections.

Beyond standard schedules, you can configure Custom Schedules to match your organization's specific needs - whether that's hourly alerts for critical metrics, bi-weekly management reports, or quarterly executive summaries. The scheduler also supports Conditional Reports that only send when certain thresholds are met, and Report Aggregation that combines multiple data sources into unified dashboards.

Data Export¶

Export Options¶

Flexible export options ensure your analytics data can be used wherever it's needed. CSV Format provides raw data ideal for spreadsheet analysis, custom visualizations, or import into other analytics tools. This format preserves all data points and timestamps for maximum flexibility.

For programmatic integration, JSON Format delivers structured data that's easily consumed by APIs, data pipelines, or custom applications. Each export includes metadata about the query parameters and generation timestamp. PDF Reports offer professionally formatted documents perfect for sharing with stakeholders who need visual summaries rather than raw data.

Excel Workbooks provide the best of both worlds with multi-sheet reports containing raw data, pivot tables, and charts. The system also supports Direct Database Connections for real-time data access and Streaming Exports for large datasets that exceed normal download limits.

API Access¶

Programmatic access to analytics data:

# Get document statistics
GET /api/analytics/documents

# Get processing metrics
GET /api/analytics/processing

# Get user activity data
GET /api/analytics/users

# Get system performance
GET /api/analytics/system

Dashboard Customization¶

Widget Configuration¶

Personalize your analytics dashboard with flexible widget configuration options. The ability to Add/Remove Widgets lets you customize exactly which metrics are displayed, ensuring your dashboard focuses on the data most relevant to your role and responsibilities.

Widget Positioning uses an intuitive drag-and-drop interface to reorganize your layout, allowing you to place critical metrics prominently while maintaining logical groupings of related data. You can configure Refresh Intervals individually for each widget, balancing real-time updates for critical metrics with less frequent updates for historical data.

Visualization preferences are controlled through Display Options, where you can choose between various chart types (line, bar, pie, heatmap), color schemes, and data aggregation methods. The system remembers your preferences and also offers Dashboard Templates for common use cases and Widget Sharing capabilities to standardize views across teams.

User Preferences¶

Tailor the analytics experience to your individual needs through comprehensive user preferences. Default Views can be configured to automatically load your preferred dashboard configuration upon login, saving time and ensuring you immediately see your most important metrics.

Stay informed without constant monitoring by setting up Notification Thresholds that trigger alerts when specific metrics exceed defined limits. These can be delivered via email, in-app notifications, or integrated with your team's communication tools. Additionally, Color Schemes let you customize the dashboard appearance for better readability or to match your organization's branding.

For distributed teams, Timezone Settings ensure all timestamps and scheduled reports align with your local time, preventing confusion in global deployments. The system also supports Language Preferences, Data Format Customization, and Accessibility Options for users with specific visual or interaction requirements.

Monitoring and Alerts¶

Threshold Monitoring¶

Proactive threshold monitoring helps you address issues before they impact users. Configure intelligent alerts for key metrics that matter most to your operation's success and stability.

Storage Usage alerts prevent unexpected outages by notifying you when disk usage exceeds configurable thresholds. You can set multiple warning levels (50%, 75%, 90%) with escalating notifications to different team members. Processing Delays monitoring tracks queue lengths and processing times, alerting you when backlogs form so you can allocate additional resources or investigate bottlenecks.

Maintain quality standards with Error Rate alerts that trigger when failure rates exceed normal baseline levels, whether for OCR processing, API calls, or data synchronization. Performance Degradation monitoring goes beyond simple thresholds to detect gradual performance decline using statistical analysis. The system also supports Anomaly Detection using machine learning to identify unusual patterns that might not trigger traditional threshold alerts.

Integration Options¶

Connect your analytics and alerting system with your existing infrastructure through versatile integration options. Email Alerts provide the most straightforward notification method, with customizable templates, priority levels, and distribution lists based on alert severity.

Webhook Integration enables real-time alert forwarding to external monitoring systems like PagerDuty, Datadog, or custom applications. Each webhook payload includes full context about the alert, current values, and historical trends. For team collaboration, direct integration with Slack/Teams pushes notifications to designated channels with interactive elements for acknowledging or escalating issues.

Power users can leverage Custom Scripts to trigger automated responses to specific alerts - from scaling infrastructure to initiating backup procedures. The platform also provides REST API Access for building custom integrations, SNMP Trap Support for network monitoring tools, and Syslog Forwarding for centralized log management systems.

Troubleshooting¶

Data Not Updating¶

When analytics data appears stale or stops updating, systematic troubleshooting can quickly identify the issue. First, check system time synchronization between your application servers and database - time drift can cause data to appear in the wrong time windows or prevent real-time updates from displaying correctly.

Next, verify that the analytics service is running properly by checking service status and reviewing recent logs for errors. Database connectivity issues can also prevent data updates, so confirm that connection pools are healthy and queries are completing successfully. Sometimes the issue is client-side - clearing your browser cache and performing a hard refresh (Ctrl+F5) can resolve display problems.

It's also worth checking if scheduled data aggregation jobs are running as expected and whether there's sufficient disk space for temporary analytics data. If problems persist, review the analytics service configuration to ensure all required environment variables are set correctly.

Performance Issues¶

Analytics dashboard performance issues often stem from a few common causes that can be systematically addressed. Start by monitoring database query performance using built-in profiling tools to identify slow queries that might need optimization or additional indexes.

Large datasets can overwhelm both backend and frontend systems, so check if your queries are returning excessive data that should be paginated or aggregated before display. Review your concurrent user limits as multiple simultaneous dashboard users can strain system resources, particularly during peak hours or when generating complex reports.

If performance issues persist after optimization, consider increasing system resources - particularly RAM for caching frequently accessed data and CPU cores for parallel query processing. Additionally, implementing a dedicated analytics database replica can offload reporting queries from your primary database, and adding Redis caching for frequently accessed metrics can dramatically improve response times.

Missing Data Points¶

When specific metrics or time periods show missing data, investigate several potential causes to restore complete analytics coverage. Begin by verifying that log collection is enabled for all relevant components - sometimes logging gets disabled during troubleshooting or maintenance and isn't re-enabled.

Data retention policies might be automatically purging older analytics data to manage storage space. Review these policies to ensure they align with your reporting requirements, and consider adjusting retention periods or archiving strategies if historical data is needed. Source configuration is another common culprit - verify that all data sources are properly configured to send metrics to the analytics system.

Permission issues can cause data gaps when the analytics service lacks access to certain data sources or when user permissions filter out data inadvertently. Furthermore, check for time zone misconfigurations that might cause data to appear in unexpected time windows, and verify that data collection hasn't been paused due to maintenance mode or system overload protection.