Room Dashboard

Overview

Administrators and users having "Access Room Dashboard" room permission are able to access the room's metrics gathered and presented through the Dashboard.

Getting There

If the room belongs to an environment that Shows Dashboard, you can access Room Dashboard page, by either clicking on Manage room menu and selecting the corresponding option or by clicking Dashboard button from My Rooms (this last option is for Admins only).

Room Dashboard Information

When Dashboard is opened for the first time and data has never been collected before, "Data Not Collected Yet" legend is shown next to Last collected date label.

After Refresh Data button is pressed, all info is refreshed (header and widgets).  Last collected date shows date and time in UTC.

HEADER

Room Users

• Total number of Active users added to the room. Inactive/disabled users are Not counted
• See room users link: only shown for Admins and users with Manage Users And Permissions permission.  When clicked, Manage Room Users page is opened.
• If the room requires 2nd Level Approval, users waiting for approval aren't counted  
• When users are removed from the room or disabled, the count is decreased

Room Logins (last 72 hours)

• Total number of room logins in the last 72 hours
• See room users link: only shown for Admins and users with Manage Users And Permissions permission.  When clicked, Manage Room Users page is opened.
• When users are removed from the room, count is not affected (info is taken from log table)

Users pending 2nd level approval

• Total number of user invitations pending 2nd level approval. If room doesn't require 2nd level approval, value will always show zero
• See pending users link: only shown when the room requires 2nd level approval and logged in user is Admin/approver.  When clicked, Users Pending Approval page is opened.

Active document requests

• Total number of Active (not closed) document requests in the room
• See document requests link: only shown for Admins and users with Request Documents permission.  When clicked, Manage Room Document Requests page is opened.

New Documents (last 72 hours)

• Total number of files added to the room (after extract, if selected) in the last 72 hours
• All unique documents and all their non deleted versions are counted
• List Item Attachments are counted
• If documents were deleted but still shown in Recycle Bin, they are counted. When Recycle Bin is emptied, documents are No longer counted
• Open room link
• Note: it's possible that other users deleted some documents (so you don't see them on Recycle Bin) but you see them counted.

Total Documents

• Total number of files added to the room (after extract, if selected)
• Total room files size is shown in Bytes, KB, MB, GB, etc
• All unique documents and all their non deleted versions are counted
• List Item Attachments are counted
• If documents were deleted but still shown in Recycle Bin, they are counted. When Recycle Bin is emptied, documents are No longer counted  
• Open room link
• Note: it's possible that other users deleted some documents (so you don't see them on Recycle Bin) but you see them counted.

Change Room dropdown

• All Dashboard information is refreshed when a different room is selected
• Only online rooms that Show Dashboard AND the user can Access Room Dashboard are listed

WIDGETS

All widgets can be dragged and dropped to the display area.  When done, the widget's icon is grayed out/disabled.  On the other hand, when a widget is closed (upper right X cross), it's removed from the display area and its icon is enabled again.

Each widget shows a bar chart with the last filter applied by the logged in user.  If it's the first time opened, All Users and Last Week filters are applied. 

The user can select to filter by All Users, Group or Company.  Also the information can be summarized for different time periods: Last Week, Last Month, Last Year, All.

When the actions shown on the widgets were perform by users outside the room, they will by virtually grouped under Room Admin role and Unknown company.

Room Login Activity

Total number of users that entered the room in the time period specified When users are removed from the room, chart is not affected (info is taken from log table)

Document Viewing Activity

Room Files Size Activity

Sum of file size of all documents (Aggregate Size) in the room in the time period specified All unique documents and all their non deleted versions are counted If documents were deleted but still shown in Recycle Bin, they are counted. When emptied, documents are No longer counted List Item Attachments are counted

Room Most Active Documents

Total number of users that viewed the top 10 most selected documents in the time period specified If a doc is deleted (Recycle Bin emptied), chart is affected. Only Active documents should be displayed If a document has different versions, current version's name should be displayed If user is not Admin, "Quarantined" legend is shown instead of the file's name List Item Attachments are counted

Document Tagging Activity

Total number of documents tagged grouped by Room Tag in the time period specified Personal tags aren't considered When tagged documents are deleted (Recycle Bin emptied), chart is refreshed and deleted documents are not counted If documents are automatically tagged by the System through Expedite Rules, when grouped by Company/Group, the chart will show Tagged by Rule label instead of the user's Group/Company List Item Attachments are counted

Document Uploads Activity

Total number of documents actually uploaded (not total documents extracted afterwards) in the time period specified All unique documents and all their non deleted versions are counted If a doc is deleted (Recycle Bin emptied), chart is not affected (info is taken from log table) List Item Attachments are counted

Document Downloads Activity

Total number of documents downloaded Native/PDF in the time period specified When downloading folders, documents should be counted as well When deleting downloads from My Downloads, chart is not affected (info is taken from log table) If documents that were downloaded are deleted (Recycle Bin emptied), chart is not affected (info is taken from log table) List Item Attachments are counted