The Manage Data portal lets you view and compare analytics information for your shared queries such as the number of times your shared queries were searched and imported by users using the Power Query for a specified time range, and the top searched shared query. At a time, you can view and compare usage analytics of up to six shared queries in the portal. The analytics information provides important insights about the shared queries that can help the data stewards assess the quality and relevance of the underlying data, and take necessary action to improve the underlying data and metadata of the shared queries.
To view and compare analytics for your shared queries:
- Sign in to the Manage Data portal. When you sign in to the Manage Data portal, by default you land on the usage analytics page. However, if you are on some other page of the Manage Data portal, click usage analytics in the left pane.
- The page displays the usage analytics for your shared queries, and the information is displayed under the following three areas:
- Queries shown in search over time: This area displays the number of times your shared queries appeared in the search results for the selected time frame in the Filters area. Each of your selected shared queries in the Filter area is represented using different color notations in the graph in this area. It also displays the total number of times each of your selected shared queries appeared in the search results for the selected time frame. For example, the Top 10 World’s Largest Employers shared query was the top most shared query that appeared 47 times in the user searches in the past 30 days. If the hits are less for your shared queries, you might need to tweak the metadata, or improve the underlying data sources to include data that the users in your enterprise are looking for.
- Clicks from search: This area displays the number of times the shared queries were actually imported by the users to the Excel sheet using Power Query for the selected time frame in the Filters area. It also displays the names of the top users who imported your shared queries along with the number of queries used by each user. If the search hits are high but the number of times that the shared query was imported is low, you might want to check with your information workers on the suitability and relevance of the data in the shared query.
Note The User column under the Top Query Users area displays the Lync presence information of users, which includes availability and additional notes about the user such as location and status, and how the user can be contacted. The Lync presence information enables users to approach colleagues at the right time with the right form of communication, which leads to a more productive work environment.
- Filters: This area enables you to select your shared queries and the data range or time frame (last 30 days or last day) for which you want to view the usage analytics. Under the Queries section, you can select up to a maximum of six shared queries to view and compare the usage analytics.
Some important points to consider about the data displayed for the selected data range:
- last 30 days: The graph does not display data for the current day; it displays data only until the start of the previous day (00:00 hours). Additionally, there is a latency of 30 minutes before the usage analytics for shared queries is aggregated and displayed in the portal. This effectively implies that the graph displays usage analytics until start of the previous day starting at 00:30 hours on the current day. For example, you can view data until Aug 2, 00:00 hours on Aug 3 at 00:30 hours or later.
- last day: The graph does not display data for the current hour. This is done to avoid displaying partial search/usage statistics for the current hour as the current hour has not completed, and the shared query might appear in more searches or be used for importing data later in the hour. Additionally, there is a latency of 30 minutes before the usage analytics for shared queries is aggregated and displayed in the portal. This effectively implies that:
- If you view the usage analytics in the first half of an hour, the graph displays data until start of the previous hour.
- If you view the usage analytics in the second half of an hour, the graph displays data until start of the current hour.
For example, if you view the analytics usage at 09:25 hours (first half of the hour) in the portal, the graph will show you the data only until 08:00 hours. However, if you view the analytics usage at 09:35 hours (second half of the hour) in the portal, the graph will show you the data until 09:00 hours.
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