Usage analytics
Who uses what, for how long, what they search for — when it is switched on.
On this page
The Usage screen answers "is KRISID being used, by whom, for what, and where do people give up". It shows which screens people open and for how long, what they search for, what they change and export, and when they sign in. Nothing is recorded until a Sysadmin switches it on.
Before you start
- Everything is on Administration → Usage.
- Reading it needs See usage analytics (USAGE_VIEW). Switching it on or off, setting how long it is kept and deleting it needs Switch usage analytics (USAGE_MANAGE). In the starter model both come with Sysadmin only. Your access workbook can give them to other roles.
- Usage is recorded by name, and people are not shown a notice that it is. Check that this fits your organisation's policy before you switch it on.
Switch it on or off
- Open Administration → Usage.
- Tick Record usage. The line under the heading says Recording is on.
- Untick it to stop. Nothing new is recorded, and what was recorded stays until it is older than Keep for.
Keep for is how many days of usage are kept: 180 unless you change it, and anything from 7 to 3,650. Older events are removed by themselves. Delete all recorded usage removes everything recorded so far. It can't be undone.
Seven days is a floor and it is enforced where the removing happens, not only on the screen. If the setting is ever missing, blank, not a number, zero, negative or beyond 3,650 — which is possible if somebody edits the database directly, or restores an older one — the removing falls back to 180 days, says so in the System tab, and the Usage screen shows the number actually in force rather than the one in the table. The line in the log says what is wrong with that value — a 3 is told it is fewer than the seven days allowed, a word is told it is not a number — rather than one sentence about zero whatever the setting says. It does not treat zero as keep nothing: a keep of 0 would mean "older than right now", which is everything recorded, deleted quietly and continuously. Delete all recorded usage is the only way to remove everything, and it asks.
Switching it on or off, changing the keep, and deleting are written to the System tab of the Logs screen, with who did it.
Where people sign in from
This is a second switch, off until you turn it on: recording what people do and recording where they are are two decisions.
- Tick Record where people sign in from.
- Under Networks you have named, press Add a network. Give the address range, such as
10.20.0.0/16, and what to call it, such as Mumbai office. One address is a range too:203.0.113.7/32. - Press Save the networks. The whole list saves at once; if one range is not an address, nothing is saved and the message says which.
From then on, each sign-in keeps:
- The network, masked. An IPv4 address loses its last number (
192.168.4.37is kept as192.168.4.0/24) and an IPv6 address keeps its first three groups. The whole address is never written down. - The name you gave that network, if it has one. The longest matching range wins, so a floor can be named inside an office. A sign-in from anywhere else shows as the masked network alone.
Nothing is looked up anywhere: no address leaves this server, and no outside service is called. Only sign-ins carry a place — screens, searches and actions do not, so this is not a record of where somebody was all day. Where a sign-in came from is kept as long as the rest of the usage data, and goes when it does.
If your server is behind a proxy or load balancer, the address comes from the X-Forwarded-For header the proxy sets; without one it is the address the server sees.
What is recorded
| Kind | What it records |
|---|---|
| Screen | Each screen opened, such as Ask, a type's list, an asset's page, lineage or an estate. Records which one and how long it was open. Time in a browser tab left in the background isn't counted. |
| Search | The words searched on Ask and how many answers came back. Typing "cu", "cus", "customer" counts as one search, for "customer". If an answer is then opened, the search is marked as opened. |
| Action | Anything that changes something, such as editing a value, adding a link, saving a view, raising or deciding a request or deleting an asset, and every export. |
| Sign-in | Each sign-in and sign-out, and how long the session lasted. If Record where people sign in from is on, the masked network and its name too. |
Nothing is recorded while a Sysadmin is using View as to look at the repository as someone else.
Read it
- Choose the dates, or press 7 days, 30 days or 90 days. Narrow it to one person, to whoever holds a role, or to a team.
- A day means a day on the server's clock, start to end, and the same clock is used for the range you asked for, for the bars on People active each day and for the export. West of UTC this used to differ: something done at six in the evening local time was recorded against the next day, so 7 days could miss events from today and the last bar could be short. One clock now, everywhere on the screen.
- The tiles count people active, sign-ins, screens opened (and the time spent on them), searches (and how many found nothing), and actions.
- People active each day has one bar per day. Hold the pointer over a bar for the day's number of people and events.
- Screens, Actions, Searches, Kinds of asset opened and Assets opened most list what was used most.
- Searches that found nothing lists what people looked for that the repository didn't have. These are often the next terms to describe, or synonyms to add.
- People lists everyone active in the range, with Signed in from — where they last signed in from. Press a name to see only that person.
- Where people sign in from lists each place with how many people and how many sign-ins. A place with — not named is a network nobody has named yet.
Export to Excel downloads every recorded event in the range and filters: when, who, what kind, what and which, seconds on a screen, a search's answers and opens, and Where from on a sign-in.