13 - Insights Dashboard

Michael Tawil
Michael Tawil
  • Updated

Insights Overview

Email Insights allows administrators to analyze employees’ email usage. It also enables managers to track all official communications going in and out of the company.  

  • All reports default to the past 30 days. 
  • Data for Insights is aggregated after each backup (Successful or not) 
    • Time zone: 
      • If the user has not set the time zone, the default will be the Customer's time zone.
      • If the Customer has not set the time zone, the default will be to the Reseller time zone.

If the admin user wants to see the hours correctly for users, they will need to log in and change the user's time zone manually, and then we will reaggregate the data, which may take a little time.

 

Productivity

We display basic productivity-related data about your company, such as  

  • Top Senders & Recipients
  • Email Response Time
  • Time of Sending Emails 

Click on See Details for any graph to see the details.

 

Relationships

Relationships show graphically the email activity within or outside the company. It also shows how all users, internally and externally, are connected via email.

 

Circles 

Each circle in the graph represents an email address to which an email has been sent or to which an email has been received. The email address can be known by hovering over the circle.  

Each circle color represents a domain of the email address, such as @gmail.com. This makes it easier to identify the email interactions sent to a domain. It also helps detect fraud, such as email forwarding to personal email accounts such as Gmail, Yahoo, or Hotmail.  

Some of the other details shown are:

  • Received - Number of emails received by that email address.
  • Sent - The number of emails sent from that email address.
  • Attachments Sent - The number of emails with attachments sent by that email address.
  • Attachments Received - The number of emails with attachments received by that email address.
  • Connections - The number of email addresses to which an email has been sent or received by that email address.

Lines 

Each line between two circles represents an email interaction between the two email addresses (represented by the circle). The details of the email interaction can be seen by hovering over the line. The details are represented in emails from one person to the other. This is shown in the top grey box upon hovering the mouse on the line. The following details are shown:

  • Sent: The emails are sent from one email address to the other.
  • Received: The number of emails received by the user (represented as From:) from the other user (represented as to:)
  • Attachments Sent: The number of emails with attachments sent from one email address to the other.
  • Attachments Received: The number of emails with attachments received by the user (represented as from:) from the other user (represented as to:)

Custom Date Range

We allow you to either set a custom date range or select from the pre-set range, such as Last month.  

 

Filter Emails

You can do so by using the Filtering tool provided. Click the Show All button on the top right of the Insights pane and then click "With Attachments," your data will be filtered and shown. You can also choose from other options, including Show All, Received, Sent, and With Attachments.

 

View the Data of Only an Email Address or a Domain

The search feature of Email Insights allows you to enter a keyword in the email address you are searching to filter and visualize that data. You can search for the following:

  • An Email Address - Type the email address and press Enter, and the graphs will be updated.
  • A Domain - Type @domain.com (Ex. @gmail.com), and all the emails to and from that domain will be shown.
  • A Word or employee name - Type the employee name such as "Ron," and you will see the interactions of all the email addresses with the word "Ron" in them.

 

Zoom

You can double-click on any part of the screen to zoom in. You can also double-click on a circle to zoom into the interactions of that circle.  

To zoom out, double-click on any part of the screen, and the pane will zoom out.

 

Statistics

We display basic statistics about emails and subscriptions here, such as  

  • Email volumes
  • Backup Storage
  • Top contacts in your company
  • Attachments  

Click on See Details for any graph to see the details.

                  

Email Volume: (Details)

Below are the details shown with the email volume:

  1. Users
    1.  All users selected by default date range for the past 30 days
  2. Total emails Sent for a date range
  3. Total Emails Received for date range
  4. Total emails Sent and Received total for a date range
  5. View increments (Day, Week, and Month)
  6. Sent vs Received message views (Color only)
  7. View Email List
    1. This will show all emails in that date range in a popup 
  8. Change to single-user results (Will update on the right graph)
  9. Select the Date range

                  

Email Storage Used: (Details)

Below are the details shown with email storage:

  1. Users
    1. All users selected by default date range for the past 30 days
    2. Number of emails in the date range
    3. Storage total for messages in the date range
    4. Search on user
    5. View increments (Day, Week, and Month)
    6. Hover over the point to see details on storage for that day
    7. View Email List: This will show all emails in that date range in a popup
    8. Date range
    9. Change to single-user results (Will update on the right graph)

                  

Top Contact: (Details) 

Internal / External is determined by domains on active users:

  1. Users
    1. All users selected by default date range for the past 30 days
    2. Top Internal Contact (% of total)
    3. Top External Contact (% of total)
    4. Toggle Internal / External Contacts
    5. Percentage of total Internal or External Contacts (Selected tab)
    6. Search on user
    7. Date range
    8. Change to single-user results (Will update on the right graph)

                  

Attachment: (Details) 

  1. Date range
  2. Search on user
  3. Users: All users selected by default date range for the past 30 days
  4. Total attachment in date range
  5. Total attachment size in a date range
  6. Top attachment types (% of total)
  7. Change to single-user results (Will update on the right graph)
  8. View the attachment list in date range – this will open the attachment list in a popup

 

Download Statistics Report 

You can download reports of the statistics and productivity on the Insights page in the End User portal. This can be downloaded in PDF format.

  1. Log in to the end user portal
  2. Click the Insight menu, then click on Statistics
  3. Select the date range and click the Export to PDF button
  4. After clicking Export to PDF, you will get a prompt to click continue, and a download link will be sent to your email address

 

Internal / external domains 

Internal domains are domains used to identify a company's internal contacts. They can either be a primary domain or a Secondary / Alias Domain. By default, we will automatically mark the domains of all the accounts added or deleted from the dashboard as Internal domains.  

 

How to View internal / external domains in insights 

  1. Please log in to your business backup / archive account
  2. Click on “User Management”
  3. Click on domains
  4. You will see the list here

All domains and users not mentioned in this list will be marked as external domains and users.  

 

How To Add Internal Domains in Insights

  1. Please log in to your business backup / archive account
  2. Click on “User Management”
  3. Click on domains
  4. Click on “Add New” 
  5. Select the domain type you wish to add
    1. Primary Domain
      1. Primary domain should be your default domain. You can manually add using the format “domain.com"
    2. Secondary Domain
      1. These are aliases of the primary domain(s). Use this option to add a Secondary Domain (Alias). You can use this only if the corresponding Primary Domain has been created. You can manually add using the format “domain.com.”
    3. Public Domain User
      1. Use this option if you use a public domain such as gmail.com, live.com, and so on; you must add a complete email address in the format user@domain.com to the list.  
  6. Once you have added the domain, click “Add to internal list.”

Please Note: Any changes made to internal domains or users will be put in the queue and processed once a day.

 

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