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Using OData to analyze your QorusDocs activity

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Olivia Hardy
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This applies to:

 

 

 

 


Hub Central

 

Available with the following QorusDocs Editions:

Enterprise
Premium
Please note that only users belonging to the QorusDocs Admin role have the ability to set up OData access.

In your QorusDocs Hub you have the ability to create a username and password to access an OData service that is specific to your QorusDocs implementation.

Within this OData feed, you'll find tables that contain detailed information around user activity, collaboration and content usage, including searches and inserts.

In this article, learn how to setup OData access and use it in Excel or in Power BI to explore your data in ways that meet your particular business requirements.

1. How to set your OData credentials

  • In the left nav, under 'Settings', click on 'Hub Management' and then go over to the OData tab:

  • Next, create a username and password to access your OData feed, and click on 'Save' when you're ready:

  • You should get a success message like the one below if your details have been saved successfully:

Now that you've setup OData access, you can use it in Excel, Power BI, or any other analytics software that supports OData, to create your own custom reports.

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2. How to access and analyze your data in Excel

In Excel, go over to the 'Data' tab and then under the 'Get Data' drop down, choose 'From Other Sources' and then 'From OData Feed':

Then on the next screen, copy and paste the OData feed URL: https://api.qorushub.com/customer

Next, enter your OData username and password. Then on the following screen, select the table(s) you want to load to Excel on the left-hand side of the screen, then click on 'Load':

To learn more about working with OData in Excel, click here.

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3. How to access and analyze your data in Power BI

Note: you will need a Power BI Pro license to do this

Connecting your OData feed to Power BI is very similar to the way it works in Excel. If you'd like to use our pre-built template, please download it from the attachments section below.

First, select 'OData Feed' from the 'Get Data' menu: 

Then, copy and paste the OData feed URL in the box provided:  https://api.qorushub.com/customer

Next, enter your OData username and password. Then on the following screen, select the table(s) you want to load to Power BI on the left-hand side of the screen, then click on 'Load':

 

To learn more about Power BI and how to use it, visit the Power BI learning center here.

4. Understanding the OData tables

The OData feeds have several tables in them. We’ve included an excel data dictionary in the attachment section below titled :”Odata Fields 2022-02” to help you navigate the feeds, with explanations for values listed to help you get the right data. The tabs listed below have the following purposes:

  • Tables and Columns: a list of all the tables and their columns
  • CustomerActivities: activities that occur in QorusDocs with information about which user did it and when.
  • CustomerActivities – activities: explaining the types of activities.
  • SharedDocuments: data about documents shared via the Share and Track functionality.
  • SharedDocumentViews: data about documents that were shared out to someone via the Share and Track functionality.
  • UserInfo: contains information about a User in the Hub.
  • Pursuits: information about Pursuits.
  • PursuitSmartFields: information about the Smart Fields associated with Pursuits.
  • Assignments: information about Assignments in the Hub.

Publisher-only Tables: these will only be populated if you have access to the Publisher model:

  • CustomerSharedContentSourceUsage: information about the usage of a given Content Source within a Hub
  • SubcribedUsers
  • Subscribers
  • UserInfoExt

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5. Filtering Pursuits by Pursuit Smart Fields

If you have Pursuit Smart Fields like "Customer" or "Sales GEO" that you would like to use for filtering Pursuit report elements, you can follow the sequence below:

  1. Open Power Query
  2. Select the Pursuit Smart Fields table
  3. Select the FieldDisplayName column
  4. Under the Transform menu, click on Pivot Column
  5. In the Pivot Column window, select FieldValue under the Values Column drop-down
  6. Under Advanced options, select Don't Aggregate under the Aggregate Value Function drop-down. Click OK.
  7. Click Close & Apply to apply your changes
  8. Navigate to your Data Model
  9. Double click the relationship arrow between the Pursuit Smart Fields and the Pursuits tables
  10. Configure the relationship as follows:



mceclip0.png

  1. Unhide the Pursuit Smart Fields table
  2. The Pursuits Smart Field table will now be visible in the Report view
 

Note that the ability to filter your report by Pursuit Smart Fields has been implemented in the existing Customer Report Template. For users who prefer to build their own reports - this method only takes a few minutes to do and will be permanently usable once set-up.
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6. The Customer Report Template

If QorusDocs customers are interested in user activities within QorusDocs, content usage, how content is being managed, the status of a Pursuit or the status of an Assignment, the answers lie within our out-of-the-box template built in Power BI.

Here follow the steps that will guide users through the process of configuring the Power BI template:

  1. Setup your OData credentials
  2. Click on the link at the bottom of this webpage: Customer Report Template 20xx-xx.pbit
  3. Open the downloaded .pbit-file
  4. Under the Basic menu, enter the credentials you setup in Step 1:

    mceclip1.png

  5. Right-click on the page name at the bottom if you prefer to remove or hide a page from your report

    mceclip3.png

  6. Save and rename the file
  7. Under the Home menu, click on Publish to upload the report to your preferred Power BI workspace
  8. Setup a refresh schedule for your dataset

Refer to Customer Report Template Tips 202x-xx.docx at the bottom of this webpage for more tips!

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7. Setup an automated refresh schedule for your Power BI report

After publishing a Power BI report to the Power BI service, it is important to configure the credentials and to setup an automated refresh schedule to ensure that the report is populated with the latest data.

Here follow the steps that will guide users through the process of configuring credentials (this step is necessary for a successful data refresh):

  1. In the navigation pane, under Datasets, select More options (...) next to your dataset (the dataset name will be the same as the report name, unless the user renamed it)

  2. Select Schedule refresh



  3. Under Data source credentials, click on Edit Credentials
  4. Under Authentication method, select Basic.
  5. Enter OData credentials and Sign in.





6. The user is only required to sign into a data source the first time you use refresh on that dataset, unless the OData credentials have changed.

Here follow the steps that will guide you through the process of configuring an automated refresh schedule:

  1. Follow steps 1 and 2 above
  2. Set the Keep your data up to date slider to On
  3. Configure the settings


4. Please note that the scheduled refresh will pause after two months of inactivity. For more information visit Microsoft's Docs.

Feel free to contact Support if you need any assistance!

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