The Manage Data portal lets you view analytics information for your shared query such as the number of times your shared query was searched and imported by information workers using the Power Query for a specified time range. The analytics information provides important insights for the shared query 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 query metadata.
To view the analytics for a shared query:
- In the Manage Data portal, click my queries in the left pane to view a list of all your shared queries, and then find the appropriate shared query.
- Right click on a query row or click the open menu (…) against a query, and click ANALYTICS.
- The next page displays the usage analytics for the selected query, and the information is displayed under the following three areas:
- Queries shown in search over time: This area displays the number of times the shared query appeared in the search results for the selected time frame specified in the Filters area. It also displays the total number of times the shared query appeared in the search results for the selected time frame. If the hits are less, 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 query was 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 query along with the number of times each user clicked the shared query. 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. In this case, only a single shared query is selected as you chose to view the analytics for a single query. You can select multiple shared queries under the Queries section to view and compare usage analytics for multiple queries. Alternatively, when you sign in to the Manage Data portal, by default the usage analytics for all your shared queries are displayed. For more information about viewing and comparing usage analytics for your multiple shared queries, see View and Compare Usage Analytics for Your Shared Queries using the Manage Data Portal.
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.
View and Compare Usage Analytics of Your Shared Queries using the Manage Data Portal
View and Update Your Shared Queries using Power Query
Data Management Experience in Power BI for Office 365 Help