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Library Insights Page

Updated

The Library Insights Page is a powerful tool designed to help admins/owners optimize their content library by providing actionable insights into asset usage. With this feature, admins can quickly identify the most and least used assets, filter data by various parameters, and make data-driven decisions to improve content accessibility and relevance.

  Prerequisites

Space owner access to the Templafy tenant.

Accessing the Library Insights Page

  1. Navigate to the Library insights section of the Admin Center.
  2. Use the insights gathered to remove or archive unused content, improve access to frequently used assets, and tailor content strategies based on content that is being used.

  Note

  • The Library insights section won't be available if a user is not a space owner.
  • Insights data is only available within the last year.
  • Asset usage done before 12:00 AM CET will be available in the insights page at 2:30 AM CET. Asset usage done after 12:00 AM CET will not be reflected until the following day at 2:30 AM CET (26.5 hours later).

Key Features

Search for specific assets (based on name) to view usage details, such as:

  • Folder: where the content resides.
  • Space: where the content resides.
  • Type: what format the asset is in.
  • Dynamic content: if the asset is dynamic or static.
  • Last modified: date of the last modification.
  • Created at: date of creation.
  • Unique users: how many users have interacted with the asset.
  • Manual usage: total number of times the asset was manually used.
  • Automated usage: total number of times the asset was dynamically inserted.

  Note

The Space, Dynamic content, Created at, and Automated usage columns are hidden by default. To view these columns or hide other columns, click on the Columns button in the top right corner. 

Use filters to drill down further:

  • Content type: what format the asset is in.
  • Application: where the content is utilized by end-users.
  • Content source: Templafy or Content connectors.
  • Content location: select specific spaces, libraries, or folders.
  • Show deleted content: includes content that has been removed from Templafy.
  • Show only dynamic content: includes only content with dynamic configurations.
  • Time periods: choose specific date ranges.
  • Country: where the asset is utilized.
  • Department: department in which the asset is utilized.

The Unused Content tab displays a list of assets that have not been used over a specified period.

  Note

  • Assets that are inserted dynamically from templates will not appear in the unused table.
  • Dynamic insertion of asserts is represented in the Automated usage column.

Export Insights

  1. Select Export, then Export usage data by assets.
  2. Once the CSV has downloaded, open an empty workbook in Excel.
  3. Go to Data > select From Text/CSV.
  4. Select the downloaded CSV and choose Load.

  Note

  • Filters can be applied to refine the data before exporting.
  • The Date column in an export of the insights table refers to the month in which asset usage is grouped. The specific day of the month is simply a placeholder.
  • The following columns are included in this export:
    • Date
    • Name
    • Id
    • Type
    • Path
    • Space name
    • Department
    • Country
    • Unique users
    • Manual usage
    • Automated usage
    • Total usage
    • Application
    • From content connector
    • Deleted
    • Last modified
    • Created at
    • Dynamic content
    • Tags
    • Automatic tags
    • Expires at
    • Open feedbacks
    • Resolved feedbacks
    • Rejected feedbacks

Export PII Data

  1. Select Export, then Export usage data by users and assets.
  2. Once the CSV has downloaded, open an empty workbook in Excel.
  3. Go to Data > select From Text/CSV.
  4. Select the downloaded CSV and choose Load.

  Important

Downloading PII data is disabled by default and requires admin or owner opt-in. Please contact your Templafy representative to enable this feature.

  Note

The following columns are included in a PII Data Export:

  • Date
  • User Id
  • Email
  • Name
  • Job title
  • City
  • State
  • Country
  • Department
  • Application
  • Asset Id
  • Asset name
  • Asset type
  • Created at
  • Last Modified
  • Navigation path
  • Space Id
  • Space name
  • Deleted asset
  • Default asset
  • Dynamics template
  • Dynamics compile
  • Dynamics metadata
  • Total usage
  • Tags
  • Automatic tags
  • Expires at
  • Open feedbacks
  • Resolved feedbacks
  • Rejected feedbacks

Table and Chart View

Charts can be viewed alongside the default Table only view to visualize content insights. Click on Views in the top right corner and select Table and chart.

The following charts are available, as measured by Total usage or Unique users.

  • Usage by content type.
  • Usage by application.
  • Usage over time.
  • Top countries.
  • Top departments.

Search Activity Page

The Search Activity page provides valuable insight into what your users are searching for, and how effective those searches are.

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