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How Can I Report on My Library Health?

Updated
 

Subscription Required: This feature is available on select subscription plans only. Contact our Customer Success Team to learn more, or reach out to our Support Team with any questions.

The Library Report provides insights into the usage and maintenance of your Library Entries. It helps you ensure that your Library contains reusable, up-to-date content and is well-maintained. Additionally, the Library Report helps users identify usage patterns, which can be used to make informed decisions about your content strategy.

The updated Library Report features separate tabs for visualizations and table view, allowing you to focus on each view independently. It also introduces additional data, filters, and visualizations that were not available in the previous version.

Accessing the Library Report

 

Permissions Required: Reporting Level 1 (Full Access) and Stacks Level 1 (Read Only) permissions or higher in at least one Stack are required to access the Library Report. Read more: How Are Reports Impacted by User Permissions?

  1. Click Reporting in the main navigation
  2. Select Library

What Charts Are Available in the Library Report?

The Library Report offers several visualizations and aggregations to help you understand the usage and health of your library. These include:

Library Report Freshness and Usage Visualizations.png
  • Freshness Score: Library entries grouped by freshness:
    • Fresh: score of 75-100
    • Needs Review: score of 5-74
    • Out Of Date: score of 1-4
    • Stale: score of 0
  • Usage Recency: Library Entries grouped by when they were last used:
    • Recently Used: in the last 180 days
    • Used Some Time Ago: between 180-360 days ago
    • Used Long Ago: over 360 days
    • Never Used
  • Usage Score: Library Entries grouped by their usage score:
    • Highly Used: score of 75-100
    • Moderately Used: score of 50-74
    • Occasionally Used: score of 25-49
    • Rarely Used: score of 1-24
    • Never Used: score of 0
Library Report Entries Grouped by Category section.png
  • Entries Grouped by Category: An overview of Categories in the Library, their freshness, usage, and last used information
Library Report Entry Owner Reviewer Breakdown.png
  • Entry Owner/Reviewer Breakdown: Count of Entries owned by, and Reviews assigned to, each Loopio User
Library Report Activity tiles.png
  • Review Cycle Status Breakdown: Library Entries grouped by status (either completed, step in progress, step overdue, or no review cycle)
  • Total Number of Library Entries Used In Projects: Count and percentage of Library Entries currently used in at least one Project
  • Library Activity Since Last Month: Count of entries added or edited this month, as well as last month for a comparison

Filtering the Library Report

The Library Report filters help you narrow down your analysis and get more specific insights.

Filters are located on the left side of the Library Report. You can choose multiple options. Once you've made your selections, click the 'Apply Filters' button at the bottom of the page. Your filtered data will then be displayed in both the visualizations and the Report table.

 

Tip: If your filters aren't visible, click the filter icon on the left to expand the filter panel.

Filter panel icon.png
  • People
    • Entry Owner
    • Current Reviewer
    • Latest Reviewer
  • Content Classification
    • Stack/Category and Sub-Category
    • Tags

    • Language

       

      Subscription Required: The multi-language Library feature is available on select subscription plans only. Contact our Customer Success Team to learn more, or reach out to our Support Team with any questions.

  • Status & Usage
    • Freshness Score
      • Fresh (score of 75-100)
      • Needs Review (score of 5-74)
      • Out of Date (score of 1-4)
      • Never Reviewed (score of 0)
    • Usage Recency
      • Recently Used (0-180 days)
      • Used Some Time Ago (181-360 days)
      • Used Long Ago (>360 days)
      • No Usage On Record
    • Usage Score
      • Highly Moderately
      • Occasionally
      • Rarely
      • Below average or score of 0 
    • Review Cycle Status
      • Cycle Completed
      • Step in Progress
      • Step Overdue
      • No Review Cycle
    • Entries Used In Projects
      • Last 30 days
      • Last 90 days 
      • Last 180 days
      • Last 360 days
      • Not Used in Projects
  • Date
    • Entries Created
      • All time
      • This month
      • Last month
      • This quarter
      • This year
      • Custom Range (reveals Start Date and End Date picker)
    • Entries Edited
      • All time
      • This month
      • Last month
      • This quarter
      • This year
      • Custom Range (reveals Start Date and End Date picker)

How Do I Export a Library Report?

  1. Click Reporting in the main navigation
  2. Select Library
  3. Click the Table & Export tab
  4. Apply any desired filters
  5. Click Export

What Columns Are Included in the Table & Export View?

  • Entry ID
  • Question
  • Stack
  • Category
  • Sub-Category
  • Freshness Score
  • Usage Score
  • Last Used Date
  • Entry Creator
  • Created Date
  • Last Edited
  • Entry Owner
  • Latest Reviewer
  • Latest Review Date
  • Current Reviewer
  • Current Review Step Due Date
  • Review Cycle Status
  • Review Cycle Level
  • Latest Review Cycle Start Date
  • Next Review Cycle
  • Review Cycle Frequency
  • Name and Due Date for up to 10 Reviewers
  • # times used by Magic (all time)
  • # times copied (all time)
  • # of times used in Projects (includes Magic) (all time)
  • # of times used overall (all time)
  • Tags
  • Language
     

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