Organizations often handle large volumes of cases, subjects, documents, tasks, and investigations. Without centralized analytics, it becomes difficult to monitor performance and track case progress and closure rates.
Analytics Configuration allows users to configure and manage dashboard analytics widgets displayed within OWL. Users can enable or disable specific analytics in a visual and easily-accessible format based on organizational, team, or individual requirements. The feature provides quick visibility into operational metrics, case activities, document management statistics, task monitoring, and other key performance indicators, enabling faster decision-making and improved operational oversight
Administrators can configure which analytics are available at different levels:
- Organization Level – Analytics available across the organization.
- Role Level – Analytics specific to a Role.
- User Level – Personalized analytics for individual users.
A maximum of four analytics widgets can be selected for display on the dashboard at a time
This can help organizations…
- Track active investigations and monitor case statuses.
- Identify stale cases and analyze linked subjects and relationships.
- Monitor officer workloads and task completion rates.
- Analyze departmental case distribution and approval workflows.
Access Details:
Access to the Analytics module is controlled based on the user’s license type and assigned department or team.
- Admin and Super Admin license type users can configure widgets to all the users and department across the organization.
- Admin Team and Admin Team User and Supervisor license type users can configure widgets related only to their assigned team or department.
Available Analytics
The Analytics Configuration page includes various dashboard widgets categorized by modules.
Case Management Analytics
- Case Volume Trend - Displays the trend of cases created over a selected period.
- Case Status Breakdown - Provides a summary of cases based on their current status.
- Case Age Buckets - Categorizes cases based on how long they have remained open.
- Stale Cases - Displays cases that have had no recent activity.
- Cases by Retention Policy - Shows cases grouped by their assigned retention policies.
- Total Subject Created - Displays the total number of subjects created.
- Subjects by Department - Shows subject records grouped by department.
- My Cases - Displays cases assigned to the logged-in user.
- Monitoring - Provides visibility into monitored cases and activities.
- Cases Created vs Closed - Compares the number of newly created cases against closed cases.
- Case Type Breakdown - Displays case distribution by type.
- Cases by Department - Shows the number of cases handled by each department.
- Case Closure Rate - Displays the percentage of successfully closed cases.
- Case Activity Timeline - Provides a chronological view of case activities.
- Linked Subjects - Displays subjects associated with cases through relationships.
- Subject Listing - Provides a list view of available subject records.
- My Tasks - Displays pending and assigned tasks for the user.
- IPA Approvals - Shows pending and completed approval activities.
OWLDocs Analytics
- Document Upload Trend - Displays document upload activity over time.
- Documents by Department - Shows document distribution across departments.
- Total Documents - Displays the total number of documents stored in the system.
- Files by Folder Usage - Provides folder-wise document storage statistics.
How It Interacts with Other Features/Functionality/Modules
- Case Management – Provides analytics related to case creation, case status, case aging, closure rates, and department-wise case distribution.
- Subject Management – Supplies subject-related analytics such as Total Subjects Created, Subject Listing, and Linked Subjects.
- Task Management - Task Management – Provides My Tasks analytics and task-related performance metrics.
- Approval Management – Supports IPA Approval analytics and approval workflow monitoring.
- Monitoring – Provides monitored case and activity-related analytics.
- OWLDocs – Generates document-related analytics, including document upload trends, total documents, and folder usage statistics.
- Retention Policies – Provides analytics and statistics based on configured case retention policies.
This feature enables organizations to customize dashboard insights, improve operational visibility, and make informed decisions using real-time analytical data.
Configure Analytics at the Organization Level
Organization-level Analytics configuration applies to all users within the organization and serves as the default configuration for analytics dashboards and reporting.
Only Administrator and Super Admin license type users can configure analytics at the Organization level.
- Navigate to Administration → Analytics.
- By default, Configuration level would be at Organization level.
- Click Edit.
- Enable the required analytics using the toggle buttons.
- Select up to four analytics widgets for dashboard display.
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Click Save.
Configure Analytics at the Role Level
Analytics can be configured by users with Supervisor, Administrator - Team, Administrator, and Super Admin license types. These users have the necessary permissions to define, manage, and customize analytics settings at the role level, ensuring appropriate access to dashboards and analytical insights for users within their assigned roles.
1. Navigate to Administration → Analytics.
2. Select Role from the Configuration Level dropdown.
3. Choose the required Role.4. Click on Search.
5. Click Edit.
6. Enable the required analytics using the toggle buttons.
7. Select up to four analytics widgets for dashboard display.
8. The Block/Disable Widget option clears all selected analytics widgets from the configuration.
9. The Reset Configuration option restores all settings to the default configuration defined at the Organization Level.
10. Save the configuration.
The settings will apply to users assigned to the selected Role.
Configure Analytics at the User Level
User-level Analytics configuration applies only to the selected user and does not affect other users within the organization.
Analytics can be configured by users with Administrator, Super Admin, and Administrator - Team license types. These users can customize analytics settings and dashboard access for individual users based on specific operational or reporting requirements.
1. Navigate to Administration → Analytics.2. Select User from the Configuration Level dropdown.
3. Choose the desired User.
4. Click on Search.
5. Click Edit.
6. Enable the required analytics using the toggle buttons.7. Select up to four analytics widgets for dashboard display.
8. The Block/Disable Widget option clears all selected analytics widgets from the configuration
9. The Reset Configuration option at the User level follows the configuration hierarchy:
- If a configuration exists at the Role level, the user's settings will revert to the Role-level configuration.
- If no Role-level configuration is defined, the settings will revert to the Organization-level configuration.
- If neither User-level nor Role-level customizations exist, all settings will be restored to the default configuration defined at the Organization level.
10. Save the Configuration.
How to Edit the Analytics Configuration
Administrator and Super Admin license types users can edit Analytics configurations across all levels and configurations within the organization.
Administrator - Team and Supervisor license types users can also edit Analytics configurations, subject to their assigned team, role, or access permissions.
1. Navigate to Administration → Analytics.
2. Select the appropriate configuration level:
- Organization
- Team
- User
3. Click Edit.
4. Modify the analytics selection using the toggle controls.
5. Enable or disable widgets based on dashboard widget requirements.
6. Save the changes.