Downloadable Web Trends files
Easiest way to get your site stats is to download them from the Report Archive. There are monthly reports for content, portal and the mobile app.
Get your reports from the Report ArchiveWeb Trends 9 User Guide (old)
The purpose of this document is to inform you on viewing and interpreting your Web Trends reports.
This "Information" icon highlights information that will help you in understanding your reports.
If any of this information is unclear, please send an email to kara.kinley@kp.org -- I'll try to improve and clarify this as much as I can.
Web Trends shows *Trends* in Data
The data captured in the report is not 100% accurate (for a variety of reasons), so the reports make more sense when comparing the trends rather then the actual numbers.
For example, you will get more information out of comparing 12/2014 with 12/2015 than you would by just looking at the numbers for the individual months. Try using the Calendar Compare feature to capture this information.
System Requirements
- Supported Browsers
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- Microsoft Internet Explorer v6.0, v7.0, or v8.0
- Mozilla Firefox v3.0, v3.5, or v3.6
- Java Runtime Environment (JRE)
- Analytics Reports requires JRE v1.6.0_18 or higher to convert reports to other formats. If the required version is not detected, you are prompted to download and install the latest version.
- Microsoft Office
- If you want to convert Webtrends Analytics reports to Microsoft Word, Webtrends also requires Office XP, Office 2003, Office 2007, or Office 2010 32-bit.
- Adobe Flash
- Webtrends Analytics requires Adobe Flash v7 or higher. If the required version is not detected, you are prompted to download and install the latest version.
- Report Exporter Applications
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- If you want to convert Webtrends Analytics reports to Microsoft Word, the Report Exporter also requires Office XP, Office 2003, Office 2007, or Office 2010 32-bit.
- If you want to export reports to Adobe PDF, Adobe Acrobat Reader 9.0 or above is recommended.
- If you want to save an exported report as a file, you need to install Java RunTime Environment v1.6.0_18 or higher on the exporting computer.
Log Into Web Trends
http://ondemand.webtrends.com/
Type in the Account, Username and Password (all fields are case-sensitive) and click Log in.
New Username!!! CL Report
- Account is:
LIBRARY - Username is:
CL Report - Password is:
Report1!
Reports
View the list of Reports
In the left pane, click Web Analysis > Reports & Profiles.The Profiles list displays all profiles you have rights to view, as shown in the following graphic.
Types of Reports
There are three types of reports on the site.
- The CL Content-Only reports: show activity on specific site content. It also allows you to choose subfolders (if any) under each folder.
- The CL Mobile App reports: allows you to choose subfolders (if any) under each profile. Our content is sorted into folders by region, then by type of content. We use these folder names to create reports based on all activity on the site content contained in that particular folder.
- The WCM Overview reports: show all site activity for an entire regional site or the WCM portal as a whole.
- The Z_ reports: are for testing only (disregard them).
The naming convention is "WCM Overview - {Region} {Site}" so look for the profile with your region's name, then browse to the name of content you're looking for.
Some of the reports have a 
sign in front of them. Click on this to expand the selection and see a longer list of available reports.
Click the link on the name of the profile you want to view. The Reporting
Console opens as shown in the following graphic.
The most recent report is displayed in the Reporting Console.
Use the Main Calendar View to pull monthly reports and use Custom Calendar View to view historical reports over varying time ranges (days, weeks, months, quarters, or years).
Report Basics
When you select an item from the table of contents in the Reporting Console, you are viewing either a report or a dashboard.
A report is a single table and graph set that conveys information. For example, the Top Pages report contains a trend graph over time, a top items graph, and a top items table, all on the same page. The Top Visitors report will give you data about visitors to your content.
A dashboard is a collection of graphs from several different reports, that provides a visual summary for the profile over a particular time range. The following graphic shows the Overview Dashboard for a sample report where the arrows point to 2 graphs from separate reports.
You can click the title of a thumbnail in the dashboard to view more complete information. For example, click the title of the Page Views Trend thumbnail on the Overview Dashboard, and the detailed Pages Trends report opens as shown in the following graphic.
The data in your reports is based on profiles. Profiles determine which Web site data is processed, the traffic relevant to you, any special handling requirements, how often the reports are updated, who has access to them, and much more. Each profile generates and maintains a set of reports for a specific set of data, such as a particular Web site or segment of a Web site. A profile might generate 50, 100, or more reports in a single analysis cycle, and each time period (day, week, month, etc.) might have many reports associated with it.
Whereas profiles determine the Web data that goes in your reports, templates control which reports are visible in the Reporting Console and how they are organized. Each profile has at least one template that you can change within the Reporting Console to switch quickly between different views of the same data. These multiple views are commonly used for different audiences or for varying levels of detail of the same information.
Visitors, Visits, Views
Use page views and visits for your statistics, since page hits are not as accurate. Page hits occur from images on a page, automated server processes that monitor that the server is running, indexing by spiders, and the web trends product looking up HTML page titles. We've tried to find and filter out these hits, but it's not a foolproof process. It's easier to not use hits and use visits and views instead.
Visitors - Visits - Views ...
- A person who comes to the site is a visitor.
- A visit lasts until the browser window is closed or there is 15 minutes of inactivity.
- A page view is the number of times the page was requested from the server and opened in a browser.
You will see pages with something like: "5 visits 5 views" which means that each visitor requested the page once. You'll also see something like "5 visits 8 views" which means that at least one visitor requested that page more than one time.
Currently there is no way to capture the pages viewed by a single viewer or range of viewers. Web trends does not capture that information.
Who visited your content?
- Marketing > Visitors > Top Visitors: shows you a list of individual visitors by their IP addresses.
- Marketing > Visitors > Organizations: given the IP address, we have translated them into regions and NCAL facilities. You can then see content use by region/facility.
Pages and Files
What does "downloads" count?
In WebTrends, a page is a web page or pdf file.
A download is any other type of file that is not a web page or pdf. You'll see ppt, xls, doc, mp3, wav, etc.. kinds of files here.
Here are the specifics:
| Page File Extensions: | Download File Extensions: |
| <no extension>, asa, asp, aspx, cdx, cer, cfm, dbm, dhtml, hdml, htm, html, htmls, htp, htpl, htr, htw, ida, idc, idq, ihtml, jhtml, jsp, mdl, pdf, php, php3, php4, sgml, sht, shtm, shtml, sql, stm, txt, wml, xml, |
arc, arj, avi, bin, com, dll, doc, exe, gz, hqx, mp2, mp3, mpeg, ppt, rar, rpm, sit, tar, wav, xls, z, zip, |
Working with Reports
Each report consists of a title, a short description, and a table of results. Most reports also include a trend graph over time and a top items graph, but a few reports do not have associated graphs (such as the URL parameter analysis reports).
In most reports, each table and graph is color-coded to help relate items in the table to items in the graph. If there are more results than can be displayed in the table or graph, you can cycle through to the next 1, 5, 20, or zoom to the end of the results by using the controls at the bottom of the table or graph.
Each table or graph can be collapsed by clicking the arrow button on the far right of the graph or table title bar.
For each graph displayed, options appear at the top right of the graph to change graph type. Options available vary by the type of information displayed.
Changing the Report Template
When you first open the Reporting Console, the report is presented using a default template, shown in the template menu near the title bar at the top of the report pane (as shown below). To change templates at any time, select another option from the menu. In choosing a different template, you change the table of contents and its organization.
Using the Dashboard to Browse Reports
Dashboards appear in the report frame. They consist of a title, a short description, and a two- column arrangement each containing a variety of summaries, called dashboard elements, from reports available in this profile. There can be any number of elements in either column.
Dashboard elements are either short tables, small graphs, or small blocks of external HTML code from other sources. If the dashboard element leads to more information, the title of the element is a hyperlink. Click the link for more information about that element.
Each dashboard element has a "collapse" button on the far right of its title bar which can collapse the element, allowing more to be seen on one screen. This can be useful for visually comparing two dashboard elements that do not appear next to each other in the columns.
For dashboard elements that display a graph, you can change the graph type, depending on the subject matter in the dashboard element. For "top items" elements, you can choose between a bar chart and a pie chart. For "trend" elements showing information over time, you can choose between bar chart, line graph, or area graph.
Using the Calendar Toolbar
The Calendar Toolbar at the top of the calendar contains icons that change your calendar view. In each of these views you can select from Day, Week, Month, Quarter, Year. You can also use the list above the calendar to quickly specify time periods such as "Year Ago Last Week" or "Year Ago This Month".
NOTE: For a more accurate data, choose ONLY MONTHLY report period from the Main Calendar View. Use Custom Calendar View for weekly, monthly, quarterly and yearly reports.
The following table describes the Calendar Toolbar icons.
Viewing Report Content Help
You can find details on the report content in the help card text that accompanies each report.
To view a report's help cards:
- Select Help > Terms on this Page from the Help drop down menu in the upper right corner of the report.
- A pop-up window will open with a glossary of the terms contained in the report you are currently viewing.
Use the Help menu to access Reporting Console Help, a product glossary, and more.
| Selection | Resource |
| Help > Terms on this Page | Pop-up window with text detailing the elements of the report you are viewing. |
| Help > Contents | The Reporting Console Help. |
| Help > Glossary | The WebTrends report glossary. |
| Help > Feedback | The Feedback page from the WebTrends Web site. Select from the following: —General Product Feedback —Report a Bug —Request a Feature. |
Using Report Queries
Report queries allow you to precisely define the report content you want to see or export. For example, you can combine any dimensions and measures found in a report, or choose a range of report content based on minimum or maximum values.
Open a report, select Site Design > Pages and Files > Pages, then scroll past the graphs. You will see something like:
Click on the Query Button and a new window will open that will allow you to build queries
Creating a Report Query
- Drag and drop dimensions, measures, and operators into the Query window to create a search expression. Dimensions are shown in gray. Measures are shown in tan. To specify a value, drag Value into the Query window, double-click it, and type a value in the Enter value text box. To remove an item from a query expression, drag the item onto the trash can or drag another item directly on top of it to replace it.
Make sure each report query consists of one or more equations. All equations include: - A dimension or measure
- An operator such as = or >
- A numeric or text value
- Click Generate Report.
Tips for Creating Queries
Consider the following guidelines when you create report queries:
- To specify case-sensitive matching for text values, select the String matches are case-sensitive check box below the Query window.
- Typically, dimensions are non-numeric and measures are numeric. When you specify the value of a dimension, you specify a text string. When you specify the value of a measure, you specify a number. You cannot use comparative operators such as > with dimension values. Commas (,) and non-numeric symbols such as $ are not supported in numeric values.
- To change your query and run it again, click Query a second time. When you change a query, it searches the entire report, not just the report returned by the original query.
- To return to the original report, click Undo Query.
- As of version 7.1, you can first query a report and then export the results to Microsoft Word, PDF, CSV, or database format. To export your query results, you must select Current report when you export.
For more information about queries and examples, see the Help.
Using Report Search
The search feature is a powerful tool for finding details in your data and will allow you to find data based on URL or Page Title.
Open a report, select Site Design > Pages and Files > Pages, then scroll past the graphs. You will see something like:
Enter your search query in the search box OR click on "Advanced" next to the Search Button (as circled above). A new window will open (shown below):
Example of a Search Query
Suppose I am looking for statistics for all the pages in a specific folder on the site. I would select the report Site Design > Pages from the left hand menu. I would scroll down the page past the graphs, then click on the search button. A pop-up window opens where I can enter search information.
If I wanted to find all the items in the folder "mem_ed", then I would make sure Search Page URLs is selected, and then I would enter the following in the search box:
/mem_ed/*
Then I would click on the Search button to view a list of all the URLs that match this pattern.
What if I only want the SCAL mem_ed folder? Then I would have to know a bit about the folder structure of the content on the site in order to see that SCAL (and all other regions except NCAL) follows the pattern of "/region/mem_ed/" so my search term would look like this:
/scal/mem_ed/*
What if I want the NCAL Member Ed folder?
/ncal/clib/health_education/*
However you wouldn't know this unless you know how to get the folder location of your content.
Suppose I have a NCAL Tipsheet for Members and I want to get the monthly page views for them. How would I find the path to the file to see the folder it lives in?
If you have a Teamsite license with Clinical Library, you can simply navigate to your folder within the Teamsite and see the folder structure. If you don't use Teamsite, try the following:
Find the link to a document that lives in the folder you're looking for by either performing a search on Clinical Library, or by navigating to the link for your document. Right click your mouse on that link and select "Copy Shortcut". Paste it into a text editor so you can see the entire URL. Vignette portal software encodes the URLs and adds a bunch of "fluff" around it, but you can still find the direct link to your content. For example, here is a link to the NCAL Member Ed handout on Nosebleeds.
http://cl.kp.org/portal/site/ncal/index.jsp?epi-content=FRAME&url=
http%3A%2F%2Fcl.kp.org%2Fpkc%2Fncal%2Fclib%2F
health_education%2Ftip_sheets%2F92587.pdf&beanID=2108544017
&epi_baseMenuID=a9c4ae5487750b663fd4f7222a71eea0&epi_menuItemID=
549b877b8030f6f8401fdf702a71eea0&epi_menuID=b22ddd9b1fdba6f8401fdf702a71eea0When a URL is encoded, the slash symbol "/" becomes "%2F", so I know that %2F here is delimiting the folder structure. (also, "http://" becomes "http%3A%2F%2F")
If I un-encode the URL, I can see that the file lives at: http://cl.kp.org/pkc/ncal/clib/ health_education/tip_sheets/92587.pdf (when you un-encode your URL, test the result in your browser address bar to make sure you're getting the result you expect).
Returning to our search example, if I wanted to see statistics on all the NCAL tip sheets I'd enter:
/ncal/clib/health_education/tip_sheets/*
However, if I were looking for statistics on a particular document, I would enter the file name in the search box. For this nosebleed handout the search term would be:
92587.pdf
Exporting Reports
The Report Exporter allows you to export reports and convert them into several formats, including Microsoft Word, PDF, CSV, and WebTrends SmartReport format. It also describes how to configure your environment correctly for exporting reports.
Exporting Requirements
WebTrends reports are provided in HTML format. They can be easily converted to Microsoft Word documents, SmartReport (in Microsoft Excel format) documents, CSV (comma separated values) text files, or to PDF documents. This makes it easier to include the report's information in presentations or other documentation, or--in the case of the CSV file--to import into a database.
This conversion is possible only if the computer where you are running the Reporting Console meets the following criteria:
- The system requirements must be met.
- Microsoft Office 2000 or above must be installed on the exporting computer.
- Excel's macro security settings need to be set to allow the WebTrends Report Exporter to function. For more information, see "Adjusting Macro Settings". below.
Adjusting Macro Settings
WebTrends users who want to export report data to WebTrends SmartReports (in Excel format) need to check that their Microsoft macro security settings allow WebTrends to be able to successfully complete scheduled exported reports.
Before exporting data, users must check that their macro security settings in both of these products are set to allow the WebTrends exporting feature to work.
To change macro settings in Microsoft Office 2000 and 2003
- In Excel, open these settings via Tools > Macro > Security.
- Select Low.
To change macro settings in Microsoft Word 2002 and Excel 2002
- In Excel, open these settings via Tools > Options > Security > Macro Security.
- Select Low.
How to Export Reports
You can export your reports to Microsoft Word, Excel, Database, WebTrends SmartReports (in Excel format), PDF, or comma separated text (CSV) formats.
Note: If you select Unicode (UTF-8) in your report's language preferences, you cannot export the report to a SmartReports database. SmartReports exports do not support UTF-8 encoding.
To export reports:
- Open the profile and navigate to the report you want to export.
- Click the appropriate export icon for your desired output: Word, PDF,
or CSV (as shown below).
Note: To export in Excel, choose CSV File. Open csv file in Excel and save in xls format.
- A new window will open where you can specify your export preferences:
- For Generate, specify whether to convert all the reports for this profile or just the currently selected report. At the moment, selecting "All" will only export the first 30 reports for your profile. (These reports are the first 30 items in the left hand navigation on the console page). This will be remedied in early 2006.
- Save the report to a convenient location like a designated folder on your hard drive.
- Check or uncheck the box to view the report after it has been generated.
- For Number of Rows to export, specify how many rows to export for the first and second dimension. (We're not using second dimensions at this time, so you'd only have to enter in a number for the first dimension. In this case, the first dimension generally means rows that have data/counts associated with it). The current limit is 99,999.
Example: You want to export the Pages report and you have 200,000 pages on your site. You enter * or 99,999 rows for your first dimension. When you view the exported report you will only see stats for the top 99,999 pages in your report (and not the last 101,000 pages) because the data was truncated on export.
Note: if a page was not viewed by any users within your selected calendar time frame, you won't see any statistics for it. Only pages that have been accessed in the time frame will show data — you will not see a page showing "0 Visits" in any of the reports.
We've created enough tailored content profiles that you would be safe in setting this number to [100 / 500 / 1000/ 5000] in order to get statistics for the top [100 / 500 / 1000/ 5000] pages. One way to determine the number of rows is to see how many results are returned in your list for your report. Under the graph you will often see something like "Items: 1-20 of 875" In this case, you would want to set your dimension to 1000 or so. - Click the button to Generate Report. Follow the additional prompts to complete the installation and conversion process.
- The WebTrends Report Exporter is installed or initiated and the report is downloaded and converted to the specified format. You may be asked to provide the user name and password (clreport/clreport) during the installation of the utility.
- Open/View your newly generated report. You may want to change the filename of the exported report so that it makes more sense to you.
Note: If you experience trouble downloading the Report Exporter, compare your computer's setup to the System Requirements. If you are using Microsoft Internet Explorer, it could also be the security settings (found under Tools > Internet Options in most versions of Internet Explorer). For more information, contact your WebTrends administrator.
FAQ's
Here are some answers to common issues that arise in the use of Web Trends.
If I add the counts for each month and compare it to the year, the year is smaller. Why?
It's best to count each month and sum. The system has imposed data limits which may truncate your data results. See below.
Data Limits
Web Trends stores its data in databases with limits on table size. This means that you will have truncated data when the dataset is larger than the cutoff limit.
The Table Limit settings determine the amount of unique data that can be included in analysis tables. Setting reasonable limits is important, because tables that get too large can cause degraded performance and in some cases exceed available memory.
Here are the limits of this product:
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Other Factors that Influence Your Data
We capture users by IP address -- this means we're reporting on computer use, rather than on and individual persons use. If a computer is located in a library, anyone who uses that machine shows as the same user. This factor tends to undercount your visitors and visits.
Data spikes (see below) tend to overcount your hits, and potentially your page views, however they mainly show up as a single visitor. So visitor data is not so affected, but hits and page views may be overcounted.
Web trends can only report on an item that was accessed at least once. If you page has never been accessed, there is no data in the logfiles for this program to read. In addition, table limiting may truncate the lowest counted hits. You may see a page view on a document in a weekly or monthly view, then it seems to disappear from the yearly view. This is most likely from table limiting.
Data Spikes
One thing that shows up in site overview reports are data spikes. You normally see a pattern of use showing weekday and weekend use, then suddenly there's a huge spike.
In general, these spikes show on the Portal Overview reports, not the content reports. If they do show on a content report, it's usually related to trouble downloading a pdf.
Clinical Library is hosted on the Vignette Portal application which requires cookies to use. If a user does not have cookies enabled, they go into an infinite login loop until the system times out. What happens is that we get a huge spike of data in our report for that visitors IP. This fix is on the agenda for 2009, but you'll see these spikes sprinkled throughout your data until the fix occurs.
General Questions
Who visited your content?
- Marketing > Visitors > Top Visitors: shows you a list of individual visitors by their IP addresses.
- Marketing > Visitors > Organizations: given the IP address, we have translated them into regions and NCAL facilities. You can then see content use by region/facility.
Do URLs of guidelines and their subparts (tools, recommendations) stay the same with each revision and reposting?
The index page and the pdf files usually retain the same names, but the subpages within do not. When a guideline is revised, the section names change or are deleted, and new ones are included so the names of these are always changing.
We try to keep the pdf filenames the same for the pdf versions of the entire guideline and summary. The home page for a guideline is always index.html.
Sample Interpretation
Here's a sample report and some interpretations on it:
Visitor Summary |
|
| Visitors 79,712 | |
| Visitors Who Visited Once 36,156 | |
| Visitors Who Visited More Than Once 43,556 | |
| Average Visits per Visitor 3.98 | Average Visits per Visitor = #Visits/# Visitors |
Visit Summary |
|
| Visits 317,279 | |
| Average per Day 10,234 | |
| Average Visit Duration 00:04:06 | <-- Average length of time of a visit (average is the average of all the items in the list) |
Median Visit Duration 00:00:26
|
<-- Median length of time of a visit (median is the "middle" item in the entire list when ordered numerically) |
| DO NOT USE International Visits 0.00% Visits of Unknown Origin 9.27% Visits from Your Country: United States (US) 90.73% |
KP is an intranet and not all their servers are set to say "US" -- people who visit are ususally people at work on the KP network, so the "unknown origin" is probably someone's IP address that is not configured to be captured properly. It could also be a user from EPIC or other mainframe application that is not IP based. Better to ignore this, since we know all users to our site are KP users on the KP network. If an external user logs in, they're still on the KP network. |
Page View Summary |
|
| Page Views 5,557,113 | <-- BEWARE: In this case above, there was a massive data spike throwing off the data. Throw that one day's worth away when reporting. You can tell by looking at the graph that something is off. |
| Average per Day 179,261 | <-- BEWARE: as a result this number is skewed too Average per day = #page views/# days in reporting period |
| Average Page Views per Visit 17.51 |
<-- BEWARE: as a result this number is skewed too Average page views per visit = #page views/# visits |