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Create Usage Report in a Dashboard

IMPORTANT - Adoption Explorer Horizon Experience

Gainsight has upgraded Adoption Explorer with Horizon Experience. Steps, images, and playable GIFs in this article will soon be updated with the Horizon Experience changes.

This article is the sixth item in a series of Adoption Explorer configuration articles. Gainsight recommends you to refer the initial articles of the series and then start with this article.

This article explains the Usage Report and its types, and how to create/add an existing Usage Report to the dashboard, at Company and Person level.

Overview

This article explains the Usage Report and its types, and how to create/add an existing Usage Report to the dashboard, at Company and Person level.

This document mainly describes about:

Usage Report

Usage Reports are the main artifacts of a Dashboard, which displays the usage data for a given configuration. For example, you can add a usage report for: A Company’s Total Page Views by Page Title, A Person’s Page Views by Page Title, A Company’s ARR Contribution, A Company’s Segmented ARR, etc.

To configure a usage report, you must first select a Usage Report Type. Usage Report configuration differs based on the selection of the Usage Report type. Adoption Explorer supports six types of Usage Reports. The configurations for each usage report type is explained in this article.

Note: To visualize the data in usage sections, ensure that you must have run the project at least once from the LOGS page. For information on how to run a project manually, refer to the Logs article (OR)  you may have to wait for the schedule to happen automatically (either Daily/Weekly), as configured in the Schedule Frequency section of the Configure Adoption Explorer Objects article.

Example Business Use Cases:

  • Analytics allow you to find the Number of Pages viewed by user - Sum of PageViews by user in Last X days.
  • Contribution: allow you to find a customer’s ARR Contribution to the total ARR generated by all customers.
  • Heat Maps: allow you to segment a customer for ARR, Segment a customer for TotalPageViews, etc.
  • Last time a user logged into Gainsight - Max( LoginDate) by User.
  • Number of days a User has been active in X days - COUNT(Distinct Date) in the Last X days by User.
  • Compare a specific company’s measure with a group of companies - Percentage of total no. of active users per total license count for ARR > $1M.

Usage Report Listing Page

To see the existing usage reports navigate to Adoption Explorer > Administration. Hover to the required project and then click the Dashboard Configuration tab. 

From the dropdown menu on the top-left, select All Usage Reports. You can perform the following actions from the Usage Reports listing page:

  • Search an Usage Report.
  • Edit the Description of the usage report
  • Delete the unused usage reports. The Delete icon is visible only for the usage reports that are unused.

IMPORTANTEdit and Delete operations on the Dashboards and Usage Reports can be performed only by the Super Admins and Owners (Created By). But, the other non-super admins/users can still create a new dashboard in any project and add usage reports to it.

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Configure Usage Report for Each Type

Once a dashboard is created and saved, you can now create/add a new usage report or can add an existing usage report to the dashboard. Admins have the guided experience to configure usage reports and data in projects. With better and cleaner layout on the different Usage Report Type, each type now has a clear description that appears upon mouse hover. These describe how each type functions that helps the admins to choose the relevant type from the list. The Configuration and Customization sections are also simplified.

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Analytics

To add a new Analytics usage report:

  1. From the listing page, click on the Dashboard in which you want to add a usage report.
  2. Click the Edit Dashboard option.
  3. In the Dashboard detail view, click New Usage Report.

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Analytics

Using this type of usage report, you can configure various visualization charts to analyze usage data based on the selected measures and dimensions.

Data Sources

Upon selecting Analytics Usage Report type, you will see a dropdown called Data Sources. Selecting the required Data Source Object (Ex: Company Information, Company Time Series, Company Entitlement, Person Information, Person Time Series, Person Entitlement, etc.) from the Data Sources dropdown list will get you access to the measures and dimensions of that particular Data Source.

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Groups

If the selected Data Source is of “Time Series” type, you will see another dropdown called Field Groups. Here, each group refers to the external data source which you have configured in the “Objects” section in Adoption Explorer. Once you select a group, you will get access to all the measures and dimensions ingested from that external source along with all custom measures and dimensions. For more information on how to configure groups in a Data Source, refer to the Configure Fields section of the Configure Adoption Explorer Object article.

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Show Fields

Once you select a Group from the Groups dropdown list, you can now add the required measures and dimensions to the Show Fields section. You have an option to select a measure or dimension by selecting Add Field, or can also apply certain functions on measures and dimensions by selecting Add Function.

Add Field

To add a field:

  1. In the Add Formula Fields section, click + to expand the list of alll the available measures and dimensions in the selected Data Source object.
  2. Select the required measures and dimensions from the Ingested Fields and Derived Fields section.
  3. Drag-and-drop the fields that you want to add under the Show Fields and Order By sections.

Default Aggregation option: Using this option, you can set a default aggregate function that can be applied across all the measure fields that you want to add after the first measure. You can select the aggregation of the other measure fields while adding the first measure field itself. 

Notes:

  • Once all the required measure fields are added to the Usage Report, if required, you can still change the Aggregate Function of a specific measure field.
  • This option is applicable to Analytics and Analytics with Gainsight Milestones usage reports only.
Add Function

There are a wide range of functions available within Adoption Explorer, you can apply these functions on the required fields, based on your business requirements. 

Following are the Functions that can be created while creating a usage report:

  • Aggregate
  • Analytics
  • Expression Builder
  • String
  • Date
  • Case
  • Math

For information on the Functions available in Adoption Explorer, refer to the Adoption Explorer Functions article.

To add a function:

  1. In the Show Fields section, click + and select Add Function. The ADD FUNCTION window appears.
  2. Select the required function type from the Function Type dropdown list.
    Functions are grouped into 3 categories like, Aggregate, String and Analytics. 
  3. Select the required Function from the Function List dropdown list. Function list is grouped based on the function type.
  4. Select the required field from the Function Definition dropdown list, on which you want to apply the function.
    Note: Dropdown list contains all the fields which are eligible for that particular function. For example, if you select the function type as Aggregate, you will only see the Number data type fields.
  5. Enter Alias/Display Name in the Target Field Name.
  6. Enter the number of decimal places (digits) you want to assign after the decimal point.
    Note: Decimal points are available only if the resultant data type is number. You need to specify up to what decimal point you want your data to be extracted and saved.
  7. Click Save.
  8. Click the Settings/Gear icon on the field/function added in the Show Fields section to modify the settings.

Filters

Once you have added the fields/functions to the Show Fields section, you can apply filter conditions and filter out the unwanted data from the usage report , using Filters. You can define the logic for filtering the records, based on your business needs.

To apply filters:

  1. Select the required Filter, either AND (or) OR.
  2. Click + to add a filter. You can add multiple filters in a single filter, by clicking +.
  3. Select the required field from the dropdown list, on which you want to apply the criteria..
  4. Select the required operator from the dropdown list, which meets your criteria /(business needs).
  5. Enter the required value of the field that meets your criteria (business needs).

You can also add multiple Sub filters/Nested filter conditions under the filter. The data filtering after applying the sub filter starts from the lowest level filter.

To add a sub filter within a filter:

  1. Click the Rounded-Plus button.
  2. Select the sub filter, either AND (or) OR.
  3. Select the required field from the dropdown list, on which you want to apply the criteria.
  4. Select the required operator from the dropdown list, which meets your criteria /(business needs).
  5. Enter the required value of the field that meets your criteria (business needs).

This means, the data filtering happens first using the OR filter conditions (starts from lowest level filter), and on the resultant data of the OR filters condition, then the AND filter condition will be applied.

Order By

Order By allows you to sort the analytics data for this usage report in a particular order.

To configure Order By:

  1. Click the + button. You will see a list of fields added to the Show Fields section.
  2. Select the required field on which you want to apply Order By.
    Note: You can add only 1 field to the Order By section.
  3. Click Add.
  4. Click the Settings/Gear icon. The Field Options window appears.
  5. Select ASC or DESC from the Order By Direction dropdown list.
  6. Select FIRST or LAST from the Nulls dropdown list.
  7. Click Save.

Show Preview

To show preview:

  1. Click Show Preview to proceed or click Reset to go back to the previous version. For more information on Preview Options, click Preview Options.
  2. Enter the Usage Report Name, if you wish to save the usage report.
  3. Click Save.

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Contribution

Contribution Usage Reports are used to find the Percentage of Contribution made by a Company to the Segment it belongs to, based on the selected measure.

To add a new Contribution usage report:

  1. From the listing page, click on the Dashboard (from Company/Person level) in which you want to add a Usage Report. For example, if you have selected a Company Dashboard, you will see the Segment Source and Contribution Sources only from the Company level.
  2. In the Dashboard detail view, click New Usage Report.
  3. Select Contribution from the Usage Report Type dropdown list.
  4. Select the required source from the Segment Source dropdown list.
  5. Select the required source object from the Contribution Source dropdown list.
  6. Select the Segment Field from the Segment Field dropdown list.  
  7. Select the Contribution Field from the Contribution Field dropdown list.
  8. Click Show Preview to proceed or click Reset to go back to the previous version. For more information on Preview Options, refer to the Preview Options section.
  9. Enter the Usage Report Name, if you wish to save the usage report.
  10. Click Save.

The insights you could derive from the above image are: the selected company has made a contribution of 5.79% of total “ARR” generated from 14 Companies.

Heat Map

Heat Map usage reports are useful in identifying the Segment/Cluster/Category into which the given Company or Person falls under, based on the selected measure.

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From the above image, you could easily identify into which segment the selected company falls under for various Measures. For example, ARR falls into Highest segment, whereas, Page Views falls under the Medium segment.

To add a new Heat Map usage section:

  1. To add a new Heat Map usage report:
  2. From the listing page, click on the Dashboard (from Company/Person level) in which you want to add a Usage Report. For example, if you have selected a Company Dashboard, you will see the Data Sources only from the Company level.
  3. In the Dashboard detail view, click New Usage Report.
  4. Select Heat Map from the Usage Report Type dropdown list.
  5. Select the required data source from the Data Sources dropdown list.
  6. In the Segment Fields section, click + and select the required segment fields.
  7. Click Add.
  8. Click Show Preview to proceed or click Reset to go back to the previous version. For more information on Preview Options, refer to the Preview Options section.
  9. Enter the Usage Report Name, if you wish to save the usage report.
  10. Click Save.

Other Settings

  • You can also view the above usage report in a List view or Table view, by clicking the Chart Types dropdown list.
  • You can enable Animations by selecting the Animations checkbox.
  • You can enable Gradients by selecting the Use Gradients checkbox.
  • You can enable X Axis and the Y Axis labels by selecting the Show X Axis Label and Show Y Axis Label respectively.

LeaderBoard

Leaderboard usage reports help identify the list of people ranked, either ascending or descending, who are leading, either ascending or descending, based on the selected measure/derived measure. For example, from a leaderboard, you can identify the Top 10 Person’s Sum of PageViews, Top 50 Person’s Sum of Unique PageViews, Top 10 Person’s Maximum Time on a Page, etc.

Notes:

  • You can create a Leaderboard Usage section on the measures/derived measures enabled for Leaderboard, in the Person Time Series Weekly object only.
  • Leaderboard usage reports can be created only under the Company Dashboard, as a person always belongs to a Company.

The Leaderboard report (in ascending order) displayed in the below image helps you identify the Top 10 Person’s Sum of PageViews, for the selected Company, Instance, and Date Range.

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To add a new LeaderBoard usage report:

  1. From the listing page, select a Company Dashboard in which you want to add a Usage Report or you can create a new Company Dashboard by clicking +Dashboard. For example, if you have selected a Company Dashboard, you will see the Data Sources only from the Company level.
  2. In the Dashboard detail view, click New Usage Report.
  3. Select LeaderBoard from the Usage Report Type dropdown list.
  4. Select the required data source from the Data Sources dropdown list. You will see only the Person Time Series Weekly object.
  5. In the Select Fields section, click + and select the required measure/derived measure fields. Here, Person Id and Sum PageViews Leaderboard are added to the usage report.
  6. Click ADD.
  7. Click Show Preview to proceed or click Reset to go back to the previous version. For more information on Preview Options, refer to the Preview Options section.
  8. Enter the Usage Report Name, if you wish to save the usage section.
  9. In the Rank Upto textbox, enter the number of records to be shown in the usage section.
  10. Click Save.

Benchmark

This usage report helps analyze how a specific company performs based on various measures/derived measures compared with a group of similar companies defined by a criteria, by aggregating the measures data. This report also helps you compare the performance of a company with overall companies. While configuring Benchmark usage report, you must set the criteria for grouping the similar companies using any Company attribute. For example, using Benchmark, you can compare a specific company’s measure (Ex: Percentage of total no. of active users per total license count) with a group of companies (Ex: ARR > $1M). You can also compare the same measure with all companies.

Note: Benchmark usage reports can be created only under the Company Dashboard.

To add a new Benchmark usage report:

  1. From the listing page, select a Company Dashboard in which you want to add a Usage Report or you can create a new Company Dashboard by clicking +Dashboard. For example, if you have selected a Company Dashboard, you will see the Data Sources only from the Company level.
  2. In the Dashboard detail view, click New Usage Report.
  3. Select Benchmark from the Usage Report Type dropdown list.
  4. Select the required data source from the Data Sources dropdown list.
  5. Select the required group from the Groups dropdown list. If the selected Data Source is of Time Series type, you can see this dropdown.
  6. In the Choose Fields section, select the required measure/derived measure fields. 
  7. Select the required aggregate, from the Aggregate Functions dropdown list. 
  8. Select the Overall checkbox, if you wish to compare a specific company with overall companies.
  9. Select the Show In Percentages check box, if you wish to see the results in percentages.

Note: You can see this checkbox, only when you select the Overall checkbox.

  1. Select the Group checkbox, if you wish to compare a specific company with a group of companies.

Note: You can select Overall and/or Group checkbox, as required.

  1. Select the required source from the Group Source dropdown list. 
  2. In the Define Group with criteria section, you can apply Dynamic Filter/Static Filter conditions on the Benchmark report based on your business needs. For more information on how to apply filters, refer to the Filters section.

Note: For dynamic filter condition, the benchmarking field can be anything such as the Industry, Location, ARR, Company Stage, etc. depending on the business need.

Example Business Use Case: A CSM wants to filter and compare a Company’s ARR with a group of Companies ARR that fall under the same Industry.  

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  1. Click Show Preview.
  2. Enter the Usage Report Name, if you wish to save the usage report.
  3. Select the required Company, Instance and Date Range, and click Preview.
  4. Click Save.

The following image displays ‘Total Licensed Seats’ as a measure to compare a company with Overall and Benchmark companies.

Grouped Contribution

This usage report helps create different groups of companies or cohorts based on filter criteria and analyze how each group of companies contribute to various measures/derived measures by percentage of measured data over contribution of overall companies. To help visually identify the nature of contributions, you can define specific ranges for percentage values and configure color schemes to the ranges, to indicate whether the contribution is Bad, Neutral or Good. This usage report helps visualize operational bottlenecks of various groups of companies and drive operational efficiencies for these groups. 

For example, CSMs may handle multiple groups of companies and each group takes specific time to complete different stages of the Onboarding process. Grouped Contribution Analytics helps analyze which group takes more time to complete each stage and identify the bottleneck to address.

Note: Grouped Contribution Analytics usage report can be created only under the Freeform Layout.

To add a new Grouped Contribution usage report:

  1. From the listing page, select a Freeform Dashboard in which you want to add a Usage Report or you can create a new Freeform Dashboard by clicking +Dashboard
  2. In the Dashboard detail view, click New Usage Report.
  3. Select Grouped Contribution from the Usage Report Type dropdown list.
  4. Select the required data source from the Data Sources dropdown list.
  5. Add the required fields to the Add Fields section.
  6. In the Define Group with criteria section, select the required Company attribute from the Select An Object dropdown list. 
  7. Click Add Filter. The Add Filter page appears.
    1. Enter the Filter Name in the Filter Name text box as required.
    2. Enter the Description in the Filter Description as required.
    3. Apply the filter criteria based on your business needs. For more detailed information on how to apply filters, refer to the Filters section. 
    4. Click Save.
  8. Click Show Preview.
  9. Enter the Usage Report Name, if you wish to save the usage report.
  10. Select the required Date Range, and click Preview.
  11. Click Save, to save the usage report to the dashboard.

Other Settings

  • You can also set the Default Value for Card Color and Text Color
  • In the Specific Value Between section, you can add specific ranges for percentage values and configure color schemes to the ranges.

The following image displays the % of adoption of each group of customers to different products, based on the applied filter criteria. Here, 0 to 35% of adoption is considered as Bad, 35 to 60% is considered as Neutral and 60 to 100% is considered as Good. 
Example: For Product 1, % of adoption of Tier 1 group is 30.64 which is displayed as Neutral, Tier 2 group adoption is 66.43 % which is considered as Good and Tier 3 group adoption is 0.15% which is considered as Bad.

You can also see the number of companies that belong to that group.
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Drill-Down of Usage Report

Usage reports provide you better insights when you correlate them. In the usage report, when you click on any point in a graph/chart (pivoted reports), a drill-down view of the data associated with that data point is shown in a new window. To derive deeper insights, you can correlate the data by further selecting and adding additional fields to the drill-down view from the list of fields available in the object drop-down list.

A drill-down report allows you to explore multidimensional data and navigate to granular levels of data by clicking on a specific data point. This allows you to view aggregated, summary data for specific analysis.

The following video shows the standard drill-down report based on the configured usage report.

Custom Drill-Down Report

To explore granular levels of the data for specific analysis, you can create a custom drill-down report on a usage report. Adoption Explorer retains all custom drill-down report settings regardless of the changes made to the parent usage report. However, the custom drill-down report resets when you modify the common fields between parent and custom drill-down reports.

Example Business Use Cases:

  • Assume, you have per Account > Stacked Feature Chart (for Pivoted Reports) and you may want to find who all (persons) in that Account are using a specific feature in the same time period. To achieve this use case, you can now easily drill down to data from different sources between Company Usage data and Person Usage data to see who in that account used that feature.
  • A CSM has a usage report built on the Company Usage Data but wants to drill-down and correlate company data with person data. To achieve this, you can build a custom drill-down report using Person Usage Data as a Source, on the Company Usage Report.
  • Assume, you have a Top 10 Users report and you may want to find out what all features were used by a user in the selected time frame. This gives you a better understanding of the Feature habits of a Power User. The configuration steps to achieve this use case are explained below. 

To create a custom drill-down report:

  1. Click the three dots on the top right corner of the usage report, and select Custom Drill Down
  2. From the Data Sources dropdown list, select the required source object. Here, for this use case, select Person Time Series Daily object.
  3. From the Groups dropdown list, select the required group. Here, for this use case, select Page Tracking (Person TS Daily)
  4. Add the required to Show Fields. Here, for this use case, add Date, Page Title and Person Id fields. 
  5. In the filters section, click to add filtersHere, for this use case, apply <<Person Id equals [Data point] Person Id>>.
  6. In the Number of Records field, enter the number of records you wish you to see in the report.
  7. In the Title field, enter the Name of the Drill-down report.
  8. Click Save.

Date Functions in Custom Drill-Down Reports

Date functions in usage report help admins and CSMs to drill-down the Weekly Time Series trend of measure to Daily Time Series trend of measure.

Example Business Use Case: A CSM wants to understand the weekly page views trend and gain deeper insights on a specific day of the week.

To configure the date function:  

  1. Click the three-vertical dots icon on the top right corner of the usage report and select Custom Drill Down. The Configure Custom Drill Down window appears.
  2. From the Data Sources dropdown list, select the Daily Time Series source object.
  3. From the Groups dropdown list, select the required group.
  4. In the Filters section, click to define the filter criteria using the AND or OR logic
    1. Select the Date field.
    2. Choose the operator as '='.
    3. Select the Date value as the [Data point] Week Date.
    4. Select the duration (Data Range) to filter the report data.
  5. Click Save.

Preview Options

On clicking the Show Preview button on Usage Report configuration page, the Usage Section Preview window appears, where you can preview the data of the selected measures and dimensions.

In the Usage Report Preview window, you can apply the following filters to get the preview of the data:

  • Company
  • Instance
  • Date Range   

Other Settings

  • Once you apply the required filters, the data will be shown in a default chart. But, you can still change the chart type by clicking the Chart Types dropdown list.
  • You also have the ability to enter the number of records to be shown on the usage report. Once you enter the number of records in the Number of Records textbox, the system will return only those many records of data based on the sort conditions given in the Order By section.
  • Select the Animations checkbox, to enable animations.
  • Select the Use Gradients checkbox, to enable Gradients.
  • Select the Show Legend checkbox, to enable Legends.
  • Select the Doughnut checkbox, to enable the Doughnut view of a chart. You can also edit the width of the arc in the Arc Width (fraction of radius) checkbox.
  • Select the Explode Slices checkbox, to explode the visualization into slices.
  • Select the Show Missing Dates With Nulls checkbox, to include the dates for which the usage data is Null, for the selected date range. Once you select the checkbox, the visual representation includes the Null data.
  • Select the Show Data Points checkbox, to directly see the data points on the Line Chart or Area Chart.
  • You can select the required date format to display on the Trend Charts, from the Date Format dropdown list.
    The available formats are:
    • MMM Day: For example - August 25th
    • DD/MM/YYYY: For example - 25/08/2020
    • MMM YY: For example - Aug 20
  • You can set Reference Lines and values to display on the Trend Charts. For example, you can use this option to set a reference value for Minimum Page Views and Maximum Page Views, through which you can analyze and know if the usage adoption is pointing towards a Minimum or Maximum.
  • Ribbon Widget: The Summary Ribbon widget allows you to group a set of metrics in a single widget to give a summary or overview of the information. For instance, there is a renewal up for a customer, and a CSM wants to view a set of metrics such as Total Licenses, Used Licenses, and License Expiration/Renewal Date in a single widget, to get a holistic analysis of the information.

    Note: The set of metrics you can group can include both Measures and Dimensions.

Best Practices

  • Naming Conventions: Although you try to make things as intuitive as possible, it is always advisable to give proper names for Dashboards, Usage Reports and Legends (Display Names) based on your business need, for better identification.
  • No.of Usage Reports: It is always recommended to add only the required number of Usage Reports to the Dashboard. You can create as many Dashboards, based on the logical grouping of Usage Reports rather than crowding out with too many Usage Reports in a single Dashboard.
  • Chart Type: By default, Adoption Explorer Analytics selects the best possible Chart Type, based on configured Measures and Dimensions. But, it is always recommended to try out other chart types, based on your business requirement, before saving the new Usage Report.

Once the Usage Reports are configured in a dashboard, wait for the project to run automatically (either Daily/Weekly) as configured in the Configure Adoption Explorer Objects (or) you can also run a project manually from the LOGS page. For more information on how to run a project manually, refer to the Logs article.

IMPORTANT: Salesforce customers often had use cases where their partners needed access to usage data but from Salesforce Widgets. Adoption Explorer Dashboards  are displayed in the Team View Widgets in Salesforce, provided a Usage Report in C360 dashboard is configured.