How to use Knowledge Base analytics and the action log

The Analytics tab contains two different tools:

• Usage — statistics showing how users interact with materials;

• Action log — administrative, system and security events.

Do not use the action log to assess popularity: user views and searches are analysed in the Usage section.

How to open analytics

1. Go to Manage knowledge base.

2. Open the Analytics tab.

3. Select Usage or Action log.

The selected filter state is stored in the page address. This allows you to go back, move forwards or copy a link to the same data view.

What analytics metrics are available?

The main metrics are:

The Top materials section helps you identify the materials users interact with most often.

What analytics filters are available?

Reports can be filtered by:

• material ID;

• category;

• material type;

• current status;

• assigned administrator;

• audience;

• metric.

Use one or two filters to answer a specific question. For example:

• which materials in the Onboarding category are viewed most often;

• whether a file with a specific ID is being downloaded;

• which materials assigned to an administrator have received not helpful ratings;

• whether the AI assistant uses published materials.

How to work with searches that return no results?

The Searches with no results table shows protected, anonymised query text without user data, the number of occurrences and the most recent occurrence.

For each frequent query, check:

1. Whether the required material exists.

2. Whether it is published.

3. Whether it is available to the intended audience.

4. Whether its title, description, category and tags contain the words employees use.

5. Whether file indexing has finished.

Do not create a new material for every variation of a query. It is often enough to clarify the title, description or tags of an existing document.

How to export analytics to Excel?

1. Configure the period and filters.

2. Select Export XLSX.

3. Wait for the file to be generated.

The export uses the same data view displayed on the screen. The date range cannot be in the future or exceed 366 days; older data is also limited by the analytics retention period.

What is the action log?

The log is an immutable history of actions within the company. The table shows:

• time;

• action;

• actor;

• object;

• result;

• safe technical data.

Technical details are collapsed by default. The log does not contain document text, URLs, tokens or other secrets.

What filters are available for the action log?

You can filter by:

• period;

• actor name;

• exact actor technical ID;

• material ID;

• category;

• result;

• one or more event types.

Event types are grouped into:

• Key changes;

• Materials;

• Access;

• Categories and tags;

• Uploads and previews;

• Exports.

Filters from different fields are combined. Selecting several event types in one field means 'show any of the selected types'.

Practical scenarios include:

• finding who unpublished a material;

• checking an access change;

• investigating a failed upload;

• reviewing a category's history;

• checking whether an export was started;

• finding events for a deleted user by technical ID.

An invalid material ID must be corrected before applying the filter. The Clear filters button returns the full list for the current period.

How to export the action log to Excel

After configuring the filters, select Export XLSX. An export can cover up to 366 days and contain no more than 100,000 events.

Action log date boundaries are calculated in UTC. An event near the beginning or end of a local day may therefore appear under an adjacent calendar date in the report.

Recommended monthly review

• Review searches with no results.

• Find materials with high view counts but low helpfulness.

• Check outdated-content reports.

• Compare popular materials with business priorities.

• Review failed administrative events.

• Export XLSX only when you need separate analysis or need to share the report.