Reading System Statistics — who viewed what, when

📊 Per-System Statistics

To check the engagement metrics of a specific document, complete the following steps:

1. Open any system, policy, or training document.
2. Click Edit, then open the Activity Log.
3. Review the three columns in the pop-up:
   
   • Action: Filter by views, creation details, or recent modifications, so you can see exactly who interacted with the document and when.
   • Name: Search for specific team members or sort the list alphabetically.
   • Date: Sort entries chronologically to see the most recent activity.

📈 Account-Wide Statistics

If you need to analyse these metrics across your entire company at once rather than opening individual documents:

1. Navigate to Settings -> Reports.
2. From the drop-down menu, choose System Activity Log.
3. Filter the results by content type (System, Policy, or Training).
4. There are also different filters you can use to narrow down the results for your report content (e.g. State, Primary and Secondary Owner, Date created, Date updated).

This report consolidates engagement data across all your systems. Right away, you'll be able to see:

• The system status and title
• Primary and secondary owners
• Creation and last-updated dates
• Total view counts

📤 Detailed Views & Exporting 

1. Click Show to open a complete list of users and view timestamps, displayed in your account's time zone.
2. Use the built-in search bar to quickly check whether a specific person has reviewed the material — handy for larger teams.
3. Click Export to download the entire log as an Excel file for external reporting or team presentations.

🔍 Spotting Healthy vs Stale Data

Regularly evaluating your statistics allows you to monitor the health of your operational knowledge base.

What healthy stats look like:

• Views recorded from every single assigned member within the last 90 days.
• A Last modified date timestamped within the last 12 months.
• Active comments or regular version updates, indicating ongoing team use.

What stale stats look like:

• No views in 12+ months: The system is either no longer necessary, or your team does not know it exists.
• Last modified 2+ years ago: The steps are likely out of date, even if the team is still actively reading them.
• Never opened: Assigned members who have zero recorded views. Check whether their assignment should be removed.

🧠 Three Usage Patterns to Watch For

When reviewing your workspace analytics, look out for these three distinct content patterns:

• Ghost Systems: Documents that were created once but have never been viewed. The system might not be useful, or it is hidden in the wrong folder. You should either archive it or move it to a visible category.
• Star Systems: Documents with a high volume of views, frequent updates, and active comment threads. These are your high-leverage assets, consider investing in better video walkthroughs or richer attachments for them, and use them as structural templates for new systems.
• Bottleneck Systems: Documents with high view counts but very low edits. They are read often but never updated, which usually means the right team member has not been given editing access. Consider promoting the most frequent viewer to the document Owner.

🛠️ How to Act on Your Stats

Set aside 15 minutes each quarter to complete this simple content optimisation process:

1. Run the account-wide Activity Log Report.
2. Sort the table by Date Updated, placing the oldest documents first. For any system older than 18 months, review it with the designated Owner to either update, archive, or delete it.
3. Sort the table by Views, placing the highest counts first. Your top 10 most-viewed systems should always contain your highest-quality content; review these next to ensure they are pristine.

🎉 You're All Set!

You now know how to dive into your systemHUB analytics to keep your documentation fresh and highly engaging. Tracking these stats regularly ensures your team is always working from accurate, highly optimised company processes.