Before you begin
Plans: Professional and Enterprise
This article contains answers to common questions about our analytics feature:
There are 3 access levels for analytics:
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Viewer, which allows you view-only access to analytics. Viewers cannot filter, download, share, create, or edit looks and dashboards.
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User, which allows you to view, filter, download, and share looks and dashboards, but doesn't allow you to edit them or create new ones.
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Creator, which allows you to do all the things Users can do, plus the ability to create and edit new looks and dashboards.
To learn more about managing access to analytics, see Assign analytics seats.
You can view data for any of the sites you've been assigned access to through your user account.
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My Folder: If you are a creator, this is where you can store any looks and dashboards you create for your own use. Only you can access the content in this folder.
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Group: This is where the looks and dashboards created by your organization are stored. Anyone at your organization with access to analytics can access the content in this folder.
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Shared: This is where our ready-made looks and dashboards are stored. You can't edit the content in this folder, even if you have creator permissions. However, creators can use them as a base for creating new looks and dashboards. To learn how, see Create a new look or Create a new dashboard.
Our ready-made dashboards do not refresh automatically. You can refresh the dashboard layout by clicking the reload button, or refresh the queried data by clicking Clear cache and refresh in the menu.
Refresh frequency can be configured per dashboard, as well as for individual tiles on a dashboard. For example, you could configure a dashboard so that most of its tiles only refresh once an hour, but one specific tile refreshes every 15 minutes. To learn more, see Change dashboard settings.
Note
To optimize system performance, we recommend setting your refresh frequency to 15 minutes or more. Refreshing more frequently can negatively impact performance.
How do I refresh my dashboard?
The reload (or refresh) button refreshes the dashboard display, but doesn't refresh the queried data. For example, after you select filters, you need to click the reload button to apply them:
Unlike the reload button, clicking Clear cache and refresh refreshes the queried data. For example, if you've just closed a work order, you might need to clear the cache before your look or dashboard reflects the change.
To clear the cache, open the menu and select Clear cache and refresh:
Tip: For looks, this item is in the gear menu instead.
The session timeout for analytics depends on the timeout configured in your user account:
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If there isn't a session timeout configured in your user account, your analytics session times out after 1 hour.
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If the session timeout in your user account is 4 hours or less, analytics uses the same session timeout. For example, if the session timeout in your user account is 2 hours, your analytics session also times out after 2 hours.
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If the session timeout in your user account is longer than 4 hours, your analytics session times out after 4 hours. For example, if the session timeout in your user account is 5 hours, your analytics session still times out after 4.
To learn more about configuring session timeouts for users, see Change the session timeout for a user account.
If you are a creator, you can edit any looks and dashboards that you created.
Although you can't edit the ready-made looks and dashboards we provide (located in the Shared folder), you can use existing looks to create new ones. To learn how, see Create a new look or Create a new dashboard.
The number of creator and user seats your organization is granted depends on the plan you're subscribed to:
|
Plan |
Creator seats |
User seats |
|---|---|---|
|
Professional |
1 |
5 |
|
Enterprise |
3 |
20 |
In addition to these seats, you are also granted enough viewer seats for each CMMS user at your organization. This means that if you have (for example) 100 CMMS total users, you would be granted 100 viewer seats.
For your convenience, the CMMS displays the number of seats you have left for each access level directly where you assign access on the Analytics tab in Settings > Users:
You can find out which users are assigned analytics seats using the Analytics Permissions dashboard. To learn more, see the Analytics Permissions dashboard section in the Dashboard library.
How do date filters work?
The following list explains the most common date filters in analytics:
- Filters that use is in the last and months are based on 30 day increments. For example, a "is in the last 1 months" filter would show data from the past 30 days (not including today), and "in the last 2 months" would show data from the past 60 days.
- Filters that use is in the last and complete months are based on past calendar months. For example, if you applied a "is in the last 1 complete months" filter on July 15, it would show data from June 1-30 (which is the last completed calendar month).
- Filters that use is in the last and complete weeks are based on past weeks, defined as Sunday to Saturday. For example, if you applied a "is in the last 1 complete weeks" filter on Wednesday August 2, it would show data from Sunday July 23 to Saturday July 29 (which is the last completed calendar week).
- Filters that use is previous displays data from the last completed day, week, month, etc. For example, "is previous month" shows data from the last completed month.
This is similar to "is in the last" and "complete months", "complete weeks", etc. However, "is previous" only displays one week, month, etc. at a time, whereas you can display multiple months, weeks, etc. with "is in the last". - Filters that use a is in range do not include the end date that you select. For example, if you selected July 1 to 31, it would show data from July 1 to 30. To include July 31, you would need to set the filter from July 1 to August 1.