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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