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Site Statistics

Use Site Statistics to quickly assess size, composition, and audience of a site. Site Statistics provide at-a-glance insights into your site's content, storage usage, indexing status, and membership, helping you understand and manage your collaboration space effectively.

Accessing Site Statistics

Navigate to Site Settings > Statistics to view comprehensive site statistics.

Statistics Dashboard: The Site Statistics page displays key metrics about your site in an easy-to-read format.

Site Metrics

Site Name

Display: The site's name is shown at the top of the statistics

Purpose: Identifies which site's statistics you're viewing

Location: Appears prominently in the statistics display

Documents and Folders

Documents and Folders: Counts of active files and folders in the site.

What It Shows:

  • Number of Documents: Total count of active files in the site
  • Number of Folders: Total count of active folders in the site

Understanding the Counts:

  • Active Only: Counts include only active (non-deleted) files and folders
  • All Content: Includes all files and folders regardless of location in the site
  • Real-Time: Counts reflect the current state of the site

Use Cases:

  • Assess content volume
  • Understand site organization
  • Track content growth
  • Plan content management

Total Size

Total Size: Aggregate storage used by all files in the site (displayed in human-readable format).

What It Shows:

  • Storage Used: Total size of all files in the site
  • Format: Displayed in appropriate units (bytes, KB, MB, GB, TB)
  • Pretty-Printed: Human-readable format (e.g., "1.5 GB" instead of "1610612736 bytes")

Understanding Storage:

  • Aggregate: Sum of all file sizes in the site
  • Current State: Reflects current file sizes, not historical
  • Active Files Only: Includes only active (non-deleted) files

Use Cases:

  • Monitor storage usage
  • Plan storage needs
  • Identify large files
  • Optimize storage

Page Equivalents Indexed

Page Equivalents Indexed: Estimated pages processed for search and AI features.

What It Shows:

  • Indexed Content: Total pages equivalent that have been indexed
  • Search/AI Ready: Content available for search and AI features
  • Estimate: Approximate page count based on content processing

Understanding Page Equivalents:

  • Not Exact Pages: An estimate based on content volume
  • Indexed Content: Only includes content that has been successfully indexed
  • AI Features: Content available for AI Chat, summaries, and enhanced search

Use Cases:

  • Understand indexing scope
  • Monitor indexing usage
  • Plan for AI features
  • Track indexing progress

Related: See Content Indexing for details on indexing.

Users

Users: Current number of members with access to the site.

What It Shows:

  • Member Count: Total number of users who are members of the site
  • All Roles: Includes users with all role types (admin, editor, uploader, downloader, viewer)
  • Current Members: Reflects current membership, not historical

Understanding User Count:

  • Active Members: Includes all current site members
  • Role Inclusive: Counts all roles equally
  • Real-Time: Reflects current membership status

Use Cases:

  • Understand site audience
  • Track collaboration scope
  • Plan user management
  • Monitor site access

Related: See Managing Users for user management details.

Using Site Statistics

Quick Assessment

Size Evaluation: Quickly assess site size and storage usage

Content Understanding: Understand content composition and organization

Audience Insight: See how many users have access to the site

Indexing Status: Check indexing progress and scope

Planning and Management

Storage Planning: Use storage metrics to plan for growth

Content Organization: Use document/folder counts to understand organization needs

User Management: Use user counts to plan access and permissions

AI Features: Use indexing metrics to plan AI feature usage

Monitoring

Growth Tracking: Monitor statistics over time to track growth

Usage Patterns: Understand how site resources are being used

Optimization: Identify areas for optimization based on statistics

Statistics Updates

Real-Time Data

Current State: Statistics reflect the current state of the site

Automatic Updates: Statistics update automatically as the site changes

Refresh: Statistics refresh when you navigate to the page

Update Frequency

Immediate: Most changes reflect immediately (file uploads, user additions)

Background Processing: Some metrics may take time to update (indexing, large file processing)

Caching: Statistics may be cached briefly for performance

Limitations

Scope

Current Site Only: Statistics show data for the current site only

Active Content: Only active (non-deleted) content is included

Current State: Historical data is not shown in basic statistics

Accuracy

Estimates: Some metrics (like page equivalents) are estimates

Processing Time: Some metrics may lag behind actual changes

Background Updates: Background processing may delay some metric updates

Advanced Analytics

For deeper behavioral insights, see Analytics.

Analytics Provides:

  • User activity tracking
  • Content access patterns
  • Usage trends over time
  • Detailed activity reports
  • Audit trails

When to Use Analytics:

  • Need detailed activity information
  • Want to track usage patterns
  • Need audit trails
  • Want behavioral insights

Best Practices

Regular Review

Weekly Checks: Review statistics weekly to stay informed about site status

Monthly Analysis: Perform monthly analysis to track trends

Growth Monitoring: Monitor growth patterns to plan for future needs

Interpretation

Context Matters: Consider statistics in context of site purpose and usage

Trends: Look for trends over time, not just current values

Comparison: Compare statistics across similar sites for benchmarking

Action Based on Statistics

Storage Management: Use storage metrics to identify optimization opportunities

Content Organization: Use document/folder counts to improve organization

User Management: Use user counts to optimize access and permissions

AI Planning: Use indexing metrics to plan AI feature usage