In order to make great decisions every praised SharePoint hero wants to know if their SharePoint farm is being used successfully and how visitors interact with content on it. While thinking about it, questions that appear the most are something like “What are my most visited site collections?”, “What are my users searching for?” or “Which content is the most popular and where is it located?” and many more.
With questions like these constantly bugging already worried admin’s heads, Microsoft recognized the need for improving SharePoint analytics, starting from the first serious revamp made in SharePoint 2013. However, SharePoint’s out-of-the-box analytics options comes with limitations. These reports only show you aggregated data and you cannot drill down into statistics and see actual users who interacted with content.
We, at SysKit, have been aware of those complications. Our newest version of SPDocKit offers the most powerful “Analytics and Usage Reports” feature yet. We hope it will be your greatest ally when it comes to measuring user adoption and other analytics-related metrics necessary to comprehend the situation that you’re dealing with and making adequate decisions. Keep reading below to see if you were ever wondering the same and to find out how can you deal with it.
Check all Important SharePoint Analytics on One Screen
As a farm SharePoint admin, you want to regularly check the state of your farm to see how it is performing through time. With SPDocKit’s SharePoint analytics dashboard you will get the most important analytics and configuration settings with one glance, allowing you to react as soon as possible if there is something unusual going on.
The dashboard will show you a 7-day overview of farm hits, active users, as well as the number of performed searches. You can also see trends for each statistic compared to the previous 7-day period.
See the popularity stats such as the 10 most visited site collections, top search terms, and the most popular documents. You can drill down into each site, search term, and document to see detailed reports for each of them.
Check the farm storage consumption in total and as percentages. See how much space you have left represented visually with a pie chart and quickly detect if you are approaching your storage limits. In the report below, you can see that you have only 13% of your storage left. This is a good time to warn users to do a cleanup or for you to invest in more storage.
That’s a lot of useful information on just one dashboard, but it’s not all, let’s keep going.
Track your SharePoint Adoption Trends with SharePoint Analytics Reports
SPDocKit offers a variety of SharePoint analytics reports ranging from a farm to document level, each going a little deeper into details.
SharePoint Farm Analytics
If you navigate to the “Farm Analytics” report you will have a preview of the total hits on your farm, visitors, the number of site collections and whether they have been increasing or decreasing.
Why is this important? Well, you might be investigating into SharePoint adoption in your farm. If you see that only a small percentage of your site collections are active, that might be a sign of poor user adoption. In the example below you can see that only 7 out of 36 collections are active. Admins can report the situation to people in charge, and they can decide whether to cut off some inactive resources, shrink the farm, or cut the maintenance costs.
The graph represents the trend of site hits and unique visitors through time. In the graph above, we can see the regular peak and drop in site hits. This kind of trend is usual for most companies, as usage drops during the weekends. However, if you should notice unusual drops or peaks in usage, you might want to investigate that further.
SharePoint Site Collection and Subsite Analytics
Want to get more details on site usage? Jump to the site collection or subsite reports and get the data you need. Find out what are your most active site collections and subsites, how big they are, and when were they last modified.
For example, you can check the last activity date for all sites and see if there are some stale sites that nobody is using. Having unused sites in a farm is an unnecessary consumption of storage and cost for your company. Select the date range you are interested in and filter the sites by the date of last access.
SharePoint Site Visitors Analytics
Sometimes you just want to check who has been visiting your sites. Sites with sensitive content must be regularly checked against security policies to reduce the impact of possible security breaches.
In the example below, you can see that Andrea Barber has visited the site in the last 30 days, even though she is a former employee. This is a warning for an admin to remove Andrea’s access to the farm.
SharePoint Document Analytics
Dig even deeper and you will find your most used content with details on performed actions, the time and users who performed it.
In the example below, you’ll find that someone has edited the pdf file Expired Certificates five times over two days. Since this is a technical document containing sensitive data, you want to make sure that only authorized people can edit it.
To get to know who has edited the file, simply click on it and you’ll get info on which user did it and the exact action performed. You can now rest assured that everything is OK, since a user making updates is Sylvester Reid, your CTO.
Most Popular SharePoint Documents
If you want to get quick information on sites that your users view the most, the answer is the Most Popular Documents. It displays the 1000 most viewed documents in the farm over the selected period.
In the example below, you can see that the most popular document in the entire farm is the Connecting to Wi-Fi guide in the Knowledge Base site. Because this is a popular document, you might want to consider adding a link to it in the navigation and/or promoting it in the search results.
Improve Content Searchability with SharePoint Search Analytics
There is no need to stress how important SharePoint search is and its direct effect on productivity. Lots of users usually search for what they are looking for rather than navigating through the number of pages. You probably want to ensure that they can find what they need in the shortest time possible, and therefore increase productivity.
SharePoint Search Analytics and Top Queries
With the SPDocKit’s “Search Analytics” report you can see how many searches there were in the last 7 days. From the same report, you can identify which of them failed, making it easier to identify problematic search terms. For example, you can detect that the term Financial Report ends up abandoned or without a result in 50% of all searches.
This is a good sign that you might want to promote relevant results to show when users perform such a search. In addition, SPDocKit offers you a greater level of detail and unlimited data retention compared to SharePoint out-of-the-box. This way, you have a wider time range and more data to properly analyze your search productivity.