Analytics for Users

Organizations often manage large volumes of cases, subjects, documents, and operational activities. Without centralized reporting, it becomes difficult to:

Monitor performance trends.
Identify inactive or overdue activities.

Analytics provides users with access to graphical and tabular reports that help visualize and analyze data across various OWL modules. The Analytics module enables users to monitor trends, measure operational performance, track activities, and gain insights from case, subject, task, approval, monitoring, and document-related data.

The Analytics module consists of two main components:

Analytics Configuration allows administrators to control which analytics reports are available within the Analytics module. The analytics enabled or disabled through Administration → Analytics are reflected in the Analytics module and determine which reports users can access and view.

Based on the configured settings, only the selected analytics reports are displayed and made available to users.
View All Analytics provides a centralized reporting interface where users can access all configured analytics reports. Users can:
- View detailed analytics data.
- Switch between Chart View and Table View.
- Apply filters to refine results.
- Download reports for offline analysis and reporting.

OWL Analytics converts operational data into visual reports and dashboards that help users quickly identify trends, monitor key metrics, and make informed decisions. Administrators can control which analytics are available, ensuring users only access relevant reports for their role and responsibilities.

This can help organizations…

Monitor case creation and closure trends.
Track investigation workloads and department performance.
Monitor approval workflows and document activities.
Track retention compliance.

How It Interacts with Other Features

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.

Analytics Configuration Access

Access to Analytics Configuration is determined by the user’s role, license, and assigned permissions. The widgets available to each user vary based on their access level:

Super Admin: Can access and configure all available widgets.
Admin: Can access and configure all available widgets.
Admin Team: Can access and configure only the widgets permitted for their role and license.
Supervisor: Can access and configure only the widgets permitted for their role and license.
User: Can access and configure only the widgets permitted for their role and license.
External Collaborator: Does not have access to Analytics Configuration or analytics widgets.

Analytics Configuration

Navigate to Analytics.
Click Analytics Configuration.
The Analytics Configuration page opens and displays all analytics reports that have been enabled through Administration → Analytics. Only the reports configured by the administrator are available for users to view and access.
The page also displays the available analytics widgets that can be shown on the Dashboard. Users can select and enable up to four widgets for display on the Dashboard.
Configure the required widgets and analytics as needed.

Click Save Configuration.

Once the configuration is saved, the selected widgets are displayed on the Dashboard

View All Analytics

The View All Analytics page provides a centralized location for viewing all analytics reports that have been configured and enabled through Administration → Analytics. Users can select a report from the Widgets panel on the left side and view detailed analytics in either Chart View or Table View.

Additional capabilities include:

Chart View - Displays analytics data in graphical format, making it easier to identify trends, patterns, and comparisons.
Table View - Displays the same analytics data in a tabular format for detailed review and analysis.
Filters - Allows users to refine analytics results based on available criteria such as date ranges, departments, case types, or other report-specific parameters.
Download - Enables users with access to export analytics reports for reporting, compliance, or offline analysis purposes. Supported formats - PDF and XLS.

Available Analytics Reports

Case Volume Trend - Displays the number of cases created over a selected time period. This report helps identify increases or decreases in case volumes and workload trends.
Cases Created vs Closed - Compares the number of cases created against the number of cases closed within a specified period.
Case Status Breakdown - Displays the distribution of cases based on their current status (e.g., Open, Closed, Pending, In Progress).
Case Type Breakdown - Provides a breakdown of cases based on their assigned case type.
Case Age Buckets - Groups cases into age categories based on how long the cases have remained active across all the department.
Cases by Department - Displays the number of cases managed by each department.
Stale Cases - Shows cases that have not had any recent activity within a defined timeframe.
Case Closure Rate - Displays the percentage of cases successfully closed during a selected period.
Cases by Retention Policy - Displays cases categorized according to their assigned retention policies.
Case Activity Timeline - Provides a chronological view of activities performed on cases.
Total Subject Created - Displays the total number of subject records created in the system.
Linked Subjects - Shows subjects that are linked or associated cases.
Subjects by Department - Displays the distribution of subject records across departments.
Subject Listing - Provides a detailed listing of all available subject records.
Document Upload Trend - Displays document upload activity over a selected period.
Total Documents - Displays the total number of documents stored in OWLDocs.
Documents by Department - Shows document distribution across departments.
Files by Folder Usage - Displays document counts and storage utilization by folder.
My Tasks - Displays task-related analytics.
Monitoring - Provides a table view of monitored cases and product searches.
IPA Approvals - Displays approval workflow statistics, including pending and completed approvals.
My Cases - Displays the cases associated with the logged-in user. This widget is accessible to Super Admin, Admin, Admin Team, Supervisor, and User users with a Full License.
Department Cases: The widget displays only the cases for which the logged-in user is the Supervisor of the department. If the logged-in user is a User within the department, they cannot view the department’s cases in this widget. This widget is accessible only to Super Admin, Admin, Admin Team, and Supervisor users.
Organization Cases: Displays all cases created across the organization. This widget is accessible only to Super Admin and Admin users.