View a Metrics Report
The Metrics Report is designed to provide usage metrics on applications within the system. The report results are divided into three sections:
Application Metrics: This section provides a summary of how many times applications have reached a specific overall status at least once in their lifecycle. If an application reached a status more than once (for example, if an application was Submitted, then set to More Info Needed, then back to Submitted) it would only count towards that total once. The section also provides a total activity count on the number of emails, comments, and documents that have been added or uploaded, and an average of each of those per application.
Workflow Metrics: This section summarizes the workflow steps included in applications. It includes the total number of times a workflow step has been included in an application, the number of Reviewers that have been assigned to each step, and the number of times a reviewer has updated that step to a specific status. As with the Application Metrics above, if a reviewer updates to the same status multiple times, it will only count as one towards the total. This section is sorted by Application Categories (when multiple Application Categories are selected in the report parameters).
Review Metrics: This section only displays if you've chosen a Reviewer in your report parameters (see steps below). It shows only the workflow steps the review is assigned to and details how many times they've updated a step into each status. Again, if they updated a step to the same status multiple times, it only counts as one update. You can only view one reviewer at a time in the report.
You can Export each section separately.
Steps
Go to Reports > Metrics Report.
Select the Application Type dropdown to choose the type of application you want to report on. You can only report on one application type at a time.
Select the Select Category(s) dropdown to further filter by a specific application category. You can click on each category to select multiple categories. If you leave this blank, the report will include all categories for the application type.
For the Activity Date Range settings, you must choose a Year from the dropdown to show activities in that year. If you want to narrow your results, you can choose a specific Month. Alternately, you can click Use custom date range to choose a start and end date range using the calendar.
Optionally, you can include the Additional Date Range Filter to filter activities based on either their Created, Submitted, or Updated dates. Again, you can include a year, month, or custom date range.
Select the Permit Manager dropdown to choose to report on activities on the applications owned by those permit managers. You can choose multiple permit managers, but you must select at least one. By default, all permit managers are selected.
If you want to include Reviewer Metrics in the report, select a Reviewer from the dropdown menu. Choosing a reviewer will not affect the data displayed in the Application Metrics or Workflow Metrics sections of the report.
Once you've set your report parameters, click View Metrics. If you make any changes to your parameters, you'll have to click View Metrics again to display the updated data.
To export the data to a .csv file, you do so for each section in the report. Beside either the Application Metrics, Workflow Metrics, or Reviewer Metrics sections of the report, click the Export button. This will download the data to your hard drive as a .csv file that can be opened by any spreadsheet application.