Welcome to Isolocity's Support

What is document analytics, and why is it important?

• Document analytics refers to the process of analyzing and interpreting data related to your documents within the system. This includes metrics like the number of approved versus unapproved documents, documents in various stages of approval, and outstanding training percentages. Document analytics is crucial because it provides insights into your document management processes, helping you identify bottlenecks, track compliance, and optimize workflows. By understanding these metrics, organizations can improve efficiency, ensure that documents meet regulatory standards, and make informed decisions based on real-time data.

How do I access the document analytics section in the system?

• To access the document analytics section, first, log in to the Isolocity system. Once logged in, click on the "Documents" tab from your main dashboard or navigation menu. This will direct you to the documents management page, where you can find various options, including access to document analytics. From there, click on "Graphs" to enter the analytics section, where you can begin analyzing your document data.

What types of analytics can I view in the document analytics section?

• In the document analytics section, you can view several types of metrics, including the number of approved versus unapproved documents, the distribution of documents across different stages of the approval process, and the percentage of outstanding versus completed training related to document management. These metrics provide a comprehensive overview of how your documents are progressing through your workflows and where there may be areas needing attention.

How do I view the number of approved versus unapproved documents?

• After navigating to the document analytics section, you will find a graph titled "Approved vs Unapproved Documents." This graph visually represents the ratio of documents that have been approved to those that are still pending approval. You can use this data to quickly assess the efficiency of your approval processes and identify any documents that may be stuck in the approval pipeline, requiring further action.

How do I filter document analytics by date range?

• To filter the document analytics by date range, you can select a start date and an end date for the period you wish to analyze. This is done by clicking on the corresponding fields within the analytics interface. By selecting specific dates, you can focus on a particular timeframe, such as a recent quarter or year, allowing you to analyze trends over time or assess the impact of recent changes to your document management processes.

Can I print or download the graphs from the document analytics section?

• Yes, you can print or download the graphs generated in the document analytics section. To do this, click on the icon located in the top right corner of each graph. This action will present options for printing the graph directly or downloading it as an image or PDF file. These options are useful for creating reports, sharing insights with your team, or maintaining records of your document analytics.

What insights can I gain from viewing the documents distribution by stage?

• The "Documents Distribution by Stage" analytics provides a breakdown of how many documents are at each stage of the approval process. This insight helps you understand where documents may be delayed, whether in the initial drafting stage, review stages, or awaiting final approval. By analyzing this distribution, you can identify potential bottlenecks in your process and take corrective actions to streamline the workflow, ensuring documents move more efficiently through each stage.

How do I track training completion related to document management?

• In the document analytics section, you can view the percentage of completed versus outstanding training related to document management. This metric is crucial for ensuring that your team members are adequately trained on document-related procedures and that they are up-to-date with any new requirements. By tracking training completion, you can identify gaps in knowledge or compliance and schedule additional training sessions as needed to ensure your team is fully equipped to manage documents effectively.

What is the significance of viewing documents lists per stage?

• Viewing the documents list per stage allows you to see a detailed list of all documents currently residing at each stage of the approval process. This feature is particularly useful for managers or team leaders who need to track the progress of specific documents or understand where delays are occurring. By having a clear view of each document’s status, you can prioritize tasks, follow up on pending approvals, and ensure that critical documents are processed in a timely manner.

How do I access a specific document from the analytics view?

• To access a specific document directly from the analytics view, you can click on the document name listed under the "Documents List per Stage" section. This action will take you directly to that document’s details page, where you can view its status, history, and any pending actions. This feature enhances the efficiency of managing documents by allowing you to quickly jump to any document that needs attention based on its analytics.

Can I customize the analytics to focus on specific document types?

• Depending on the system's capabilities, you may be able to customize the document analytics to focus on specific types of documents, such as contracts, policies, or technical manuals. Customization options might include filtering by document type, department, or project, allowing you to tailor the analytics to your organization’s specific needs. Customizing the analytics helps you gain more relevant insights and focus on areas that are most critical to your operations.

How do document analytics support regulatory compliance?

• Document analytics support regulatory compliance by providing real-time visibility into the approval and management of documents. By tracking metrics such as the number of unapproved documents, the time documents spend at each approval stage, and the completion of required training, you can ensure that your organization is adhering to regulatory standards. Regular monitoring through analytics helps you identify potential compliance issues before they become critical and allows for timely interventions to maintain adherence to regulatory requirements.

What should I do if the document analytics data seems incorrect?

• If the document analytics data appears incorrect or inconsistent, first ensure that all relevant data has been entered correctly in the system. Double-check the filters and date ranges you have applied to ensure they are set appropriately. If the issue persists, contact your system administrator or technical support for assistance. It may be necessary to review the data input processes or check for any system updates or errors that could be affecting the accuracy of the analytics.

Can I export document analytics data for external analysis?

• Yes, you can typically export document analytics data for external analysis,by downloading the graphs directly. This allows you to perform more detailed analysis using external tools or to integrate the data with other business intelligence platforms. 

How often should I review document analytics?

• The frequency of reviewing document analytics depends on your organization’s needs and the criticality of document management in your processes. For most organizations, it’s advisable to review document analytics at least monthly to stay on top of trends, identify potential issues early, and ensure ongoing compliance with internal and external standards. However, in highly regulated industries or during critical projects, more frequent reviews—such as weekly or even daily—may be necessary to ensure that all document-related activities are progressing as required.