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📊 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

  • Total Documents - Complete count of all documents in the system
  • OCR Success Rate - Percentage of successful text extractions
  • Processing Speed - Average documents processed per hour/day
  • Storage Usage - Total disk space used by documents and metadata

Document Types

  • File Format Breakdown - Distribution of PDF, images, Office docs
  • Source Distribution - Documents by upload method (manual, WebDAV, S3, local)
  • Size Distribution - Document size ranges and storage impact
  • Language Detection - OCR language distribution statistics

Processing Status Overview

Real-time Status

  • Queue Length - Current documents awaiting processing
  • Active Jobs - Documents currently being processed
  • Recent Completions - Recently finished processing jobs
  • Error Count - Failed processing attempts requiring attention

Processing History

  • Hourly Trends - Processing volume over time
  • Daily Patterns - Peak usage times and quiet periods
  • Success Rates - Historical OCR and processing reliability
  • Performance Metrics - Processing speed improvements over time

User Activity Analytics

Usage Patterns

  • Active Users - Daily/weekly/monthly active user counts
  • Upload Activity - Document upload frequency by user
  • Search Activity - Most common search terms and patterns
  • Feature Usage - Which features are used most frequently

Access Patterns

  • Login Statistics - User authentication frequency
  • Session Duration - Average time spent in the application
  • Popular Documents - Most accessed and searched documents
  • Peak Hours - Busiest times for system usage

Source Performance

Sync Statistics

  • Source Health - Status of all configured data sources
  • Sync Frequency - How often sources are synchronized
  • Discovery Rate - New documents found per sync cycle
  • Error Rates - Failed sync attempts by source type

Source Comparison

  • Volume by Source - Document counts from each source
  • Performance Metrics - Sync speed and reliability comparison
  • Storage Usage - Disk usage by source type
  • Processing Success - OCR success rates by source

System Performance

Resource Utilization

  • CPU Usage - System load over time
  • Memory Usage - RAM consumption patterns
  • Disk I/O - Storage read/write activity
  • Network Usage - Bandwidth utilization for remote sources

Health Indicators

  • Uptime Statistics - System availability metrics
  • Response Times - API and web interface performance
  • Error Rates - System error frequency and types
  • Queue Health - Background job processing efficiency

Custom Reports

Report Builder

Create custom analytics reports with:

  • Date Range Selection - Custom time periods for analysis
  • Metric Selection - Choose specific statistics to include
  • Filtering Options - Filter by user, source, document type
  • Export Formats - Download as PDF, Excel, or CSV

Scheduled Reports

  • Daily Summaries - Automated daily statistics via email
  • Weekly Reports - Comprehensive weekly performance reports
  • Monthly Analytics - Detailed monthly usage and health reports
  • Custom Schedules - Configure custom report frequencies

Data Export

Export Options

  • CSV Format - Raw data for spreadsheet analysis
  • JSON Format - Structured data for programmatic use
  • PDF Reports - Formatted reports for sharing
  • Excel Workbooks - Multi-sheet reports with charts

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

  • Add/Remove Widgets - Customize which metrics are displayed
  • Widget Positioning - Drag and drop to reorganize layout
  • Refresh Intervals - Set automatic data refresh rates
  • Display Options - Choose chart types and visualization styles

User Preferences

  • Default Views - Set your preferred dashboard configuration
  • Notification Thresholds - Configure alerts for specific metrics
  • Color Schemes - Customize dashboard appearance
  • Timezone Settings - Display data in your local timezone

Monitoring and Alerts

Threshold Monitoring

Set alerts for key metrics:

  • Storage Usage - Alert when disk usage exceeds thresholds
  • Processing Delays - Notify when queue length grows too large
  • Error Rates - Alert when failure rates exceed normal levels
  • Performance Degradation - Monitor response time increases

Integration Options

  • Email Alerts - Receive notifications via email
  • Webhook Integration - Send alerts to external monitoring systems
  • Slack/Teams - Push notifications to team chat channels
  • Custom Scripts - Trigger automated responses to alerts

Troubleshooting

Data Not Updating

  • Check system time synchronization
  • Verify analytics service is running
  • Review database connectivity
  • Clear browser cache and refresh

Performance Issues

  • Monitor database query performance
  • Check for large datasets requiring pagination
  • Review concurrent user limits
  • Consider increasing system resources

Missing Data Points

  • Verify log collection is enabled
  • Check data retention policies
  • Review source configuration
  • Ensure proper permissions for analytics access