Download and Share an Analytics Report

The reports in Search Analytics can be downloaded for offline view and shared over email with those who don't have access to your SearchUnify instance. The reports are comma separated files which can be opened in Microsoft Excel, Google Sheets, or another program that reads CSV files.

NOTE

If you are downloading reports to view them in Tableau, then a quicker way is to Export Search Analytics Data to Tableau.

Run a Report

Before downloading or sharing a report, it's a good idea to run it using the three parameters to be found on the top right of Search Analytics.

  • Search Client / Ecosystem. When you have more than one search client or ecosystem, choose the one whose data ought to be in the report.
  • Select User. Everyone logged in with an email address ending in your company's domain name (user@yourcompany.com) is an Internal user. All logged-out users and users logged in from external domains (user@not_your_company.com) are External users. If an external user logs in or an internal user logs out half-way through a session, so that some of the activities are performed by an internal user and the other activities are performed by an external user in the same session. Such sessions are called Hybrid sessions.
    • Internal. Select this filter to view analytics data for internal-only sessions and hybrid sessions.
    • External.Select this filter to view analytics data for external-only sessions and hybrid sessions.
    • External Only exclusively tracks activities of external users. For example, if a logged-in user performs 9 searches, then logs out and conducts 5 more searches, the External Only filter will report only the 5 searches made after logging out. In contrast, the External filter would report all 14 searches.
    • All. Select this filter to view analytics data for internal-only sessions, external-only sessions, and hybrid sessions.
  • Date Range. The default range is one month. It can be contracted to a day and extended to 180 days.

Download a Report

NOTE.

Sessions with no activity aren't exported. It means that the total number of sessions that you see in the Admin Panel may be more than the total number of sessions in the downloaded report.

The number of total searches seen on the Admin Panel may be slightly lower than the number of total searches in a downloaded file when Include Advanced Facet Details is checked. It happens because some entries in the Text Search column are duplicated; the first row contains facet details and the second does not contain it.

After running the reports, find the one you want to download in Overview, Conversions, or Content Gap Analysis and click .

Open a Downloaded Report

Reports are downloaded as zipped CSV files. The first step to opening a report is to unzip the downloaded report.

Next, use Excel, or a program that supports CSV files, to open the report. If you have opened the Session Analytics Details report and the Session Identifier column might show numbers as a list of scientific numbers.

To view session IDs, select the Session Identifier column, right click, and click Format Cells.

Check Number, reduce Decimal Places to 0, and click OK.

You can now see the session IDs.

When dates show incorrectly in Excel, you can display the columns with date and time fields by applying your preferred date and time format. However, this fix fails when a date field has more than 15 digits. In that case, upload the file to Google Sheets and apply your preferred date and time format.

Share an Analytics Report

NOTE.

The shared report may not land immediately in your inbox if the SearchUnify server is busy. In such scenarios, you will see a message about your report being in a queue at the lower right corner of your Admin Panel as soon as you click send. In such cases, wait for some time. You report will arrive.

After running the reports, find the one you want to share in Overview, Conversions, or Content Gap Analysis and click .

When you are downloading a report, the dialog with your email address in the Email field opens. If you want to send a report to yourself, click Send. Else, enter the email of the receiver. You can enter multiple emails and use commas to separate them.

TIP. Hit enter after typing an email address for the value to be saved.

Download Sessions Tracking Details

However, if you are downloading Session Tracking Details, then three more fields will appear besides Email: Select Date Format, Activity Count, and Advanced Facet Details. In the first, you can choose the date-time format (details next) and in the latter you can configure how you want user activities to appear in the downloaded report.

Select Date Format

.On selecting DD-MM-YYYY + Time, you will see the date and activity time in the columns Session Start Time, Session End Time, and Activity Time of the downloaded or shared report.

Selecting the second option will cause the time to vanish.

Activity Count

In the default format, each row in a session repeats three key pieces of information: searches, clicks, and cases.

To read a session, you start from the lowest row and read upwards. The next image is a report of session 1602160226239364, in which (1) A user visits a page, (2) visits support, (3) performs a search, (4) visits support again, (5) then clicks a search result, (6) runs a search, (7) logs a ticket, (8) searches again, and (9) finally logs a ticket and ends the session.

In this journey, the user searches three times (steps 3, 6, and 8), clicked on a search result once (step 5), and logs two tickets (step 7 and 9). The information on searches, clicks, and cases is repeated in all the nine rows of the session.

This view has an advantage that a mere glance at any session row reveals the searches and clicks performed and the cases logged in that session.

But an alternative view exists for those who are more interested in whether a particular activity is a search, click, or case or not. They can check Per Activity and download the Session Tracking Details report. The same session (1602160226239364) in the new format is in the next image.

Adding all the 1s in the Search column still gives you three. The Clicks are still 1 and the Cases 2. But instead of repeating the total in each row, Per Activity view inserts a 1 (yes) when the activity tokens place and 0 (no) when activity doesn't take place.

Starting from Colubridae '21, facet details can be downloaded and shared. To use this feature, simply click Include Advanced Facet Details. Six facet details columns will appear in the downloaded report: 

  1. Facet ID. An internal representation of a Facet Type.
  2. Facet Type. A grouping of similar facets. All your content sources can be grouped into the Facet Type Sources and all the time values can be grouped into Created Date, Last Updated, or another similar Facet Type.
  3. Facet Value. All the buttons inside a Facet Type that can be checked inside. For instance, 2021-01-01 and 2021-10-01 can be Facet Values in Created Date. Internal and External can be Facet Values in User Type.
  4. Exact Phrase. The part of the query in an advanced search that is enclosed between two double quotes. For # search "clients", you will find clients in this column.
  5. With One or More.
  6. Without the Words. The part of the query in an advanced search that is preceded by a minus sign. For # search -client, you will find client in this column.

NOTE.

The number of total searches seen on the Admin Panel may be slightly lower than the number of total searches in a downloaded file when Include Advanced Facet Details is checked. It happens because some entries in the Text Search column are duplicated; the first row contains facet details and the second does not contain it.

After mentioning your preferences, click Send.

After clicking Send, check your inbox to find the report in a zip file.