Document Activity Report
The Document Activity Report shows how much your documents are being used — how often they're viewed, edited, and downloaded — across all the workspaces you have access to. Use it to spot your most-used files, see which teams are busiest, and watch activity trends over time.
How to open this report
From the left navigation menu, open Reports & Analytics → Document Activity.
- Direct route:
/reports/document-activity - Access required: permission to view reports (
REPORTS.VIEW). If you don't see the Reports section in the menu, contact your administrator.
What you see on this report
Filters and export (top bar)
The header has the report title and a row of controls on the right:
- Time period — choose Last 7 days, Last 30 days, Last 90 days, or This year.
- Workspace — narrow the report to a single workspace (Human Resources, Finance & Accounting, Legal & Compliance, or Information Technology) or leave it on All Workspaces.
- Export — download the report data (look for the download icon).
The four summary cards (KPIs)
A row of large number cards summarizes activity for the selected period:
| Card | What it counts |
|---|---|
| Views | Total times documents were opened. |
| Edits | Total times documents were changed. |
| Downloads | Total times documents were downloaded. |
| Active Documents | How many documents had activity, shown as a portion of the total. |
The Views, Edits, and Downloads cards also show a small percentage change compared with the previous period.
Daily Activity Trend
A stacked bar chart with one bar per day of the week (Mon–Sun). Each bar layers Views, Edits, and Downloads so you can see which days are busiest. A color legend underneath labels each color. Hover a bar segment to see the exact count.
Activity by Workspace
A list of horizontal bars ranking workspaces by total activity (events). The longest bar is the most active workspace, making it easy to compare teams at a glance.
Document activity table
A detailed table listing the top documents. Each row shows:
- Document — the document name and its ID (for example,
DOC-0041). - Workspace — where the document lives.
- Views, Edits, Downloads — activity counts for that document.
- Owner — the person responsible for the document.
- Last Activity — the date it was most recently touched.
Filtering and searching
- Use the Search documents box above the table to filter by document name, workspace, or owner. The table updates as you type.
- If nothing matches, the table shows "No documents match your filter."
- Change the time period or workspace dropdowns at the top to reshape the whole report.
Privacy note: Activity in users' Personal Vaults is never included in this report — only shared workspace activity appears here.
Exporting
Click the Export button in the top-right to download the report for sharing or offline analysis.
Tips
- Start with All Workspaces to find your busiest teams, then switch to a single workspace to dig into the detail.
- The Active Documents card (for example, "of 87 total") tells you how much of your library is actually being used — a low number can highlight stale content.
- Use the search box to quickly pull up one document's view, edit, and download counts.
Troubleshooting
| Problem | What to do |
|---|---|
| The Reports menu isn't visible | You may not have the REPORTS.VIEW permission. Ask your administrator. |
| The numbers look low | Check the time period dropdown — a short period (7 days) shows less activity than a longer one. |
| A document I expected isn't listed | The table shows top documents; try the Search box, or widen the workspace filter to All Workspaces. |
| Personal Vault files are missing | This is intentional — Personal Vault activity is never shown in shared reports. |