Analytics reports

ReadSoft Online provides several reports that contain detailed information about document status, document volumes, performance statistics and more. The reporting system is called Analytics. Analytics reports are available via Admin Center and contain all of the reports from the old system and several new, useful reports. Analytics reports offer new ways of browsing information in an easy-to-use interface.

Analytics reports are enabled on all partners by default. To access Analytics from the customer level, however, the Analytics service must be enabled on the customer account.

Administrators with the Access Analytics privilege can view the reports by navigating to an organization overview page and clicking Open Analytics. The view that appears organizes the reports in the menus described below: Home, Workload, Volumes and Performance. The reports, and their contents, can vary, depending on which services you use. For example, the Workflow queue report is only available if you use Workflow services.

Each report is interactive. You can fine-tune the information you need by clicking data points in the reports and "drilling down" into more specific information. Many reports also have filter boxes that you can use to filter the report by organization, date and other aspects. In some reports, such as the Total process time and Process time by supplier reports, you can see more detailed information by hovering your mouse over the data points in the graph.

Note All reports are expressed using UTC time.

Home

The Home menu displays a dashboard that gives you a quick overview of the system by displaying a few of the most popular reports, which are also available in the other menus. You can see the current status of documents in progress, as well as graphs from four reports: Workload overall, Volumes overall, Pending user action and Overall process time.

Workload

The Workload menu contains reports about the status of documents that are currently in progress. You can use these reports to help identify issues with documents that are in progress. The Workload menu contains these reports:

  • Overview - Displays the total number of documents that are currently in progress in data-capture process or a workflow, if Workflow services are enabled.

  • Accrual - Displays information about documents that are currently being processed in a workflow. Documents in this view have already been verified, but have not been sent to the target system for final posting.

    Click Download to export the accrual report in CSV format.

  • Pending user action - Displays documents that are currently in progress, grouped by status.

  • On hold - Displays documents that are currently on hold, grouped by user. The underlying document statuses are also depicted in the report.

  • Workflow queue - Displays the number of documents in workflow. You can filter the report by workflow type (coding and approval workflow and correction workflow). This report is only available if you use Workflow services.

  • By due date - Displays invoices sorted by the due date field, so you can easily see invoices that are past due, due within seven days, due within 30 days or due later than 30 days.

  • By user - Displays the number of documents in workflow, grouped by user. This report is only available if you use Workflow services. Click the Documents button to see detailed information about each document that this view is based on.
  • Rejected - Displays the number of rejected documents according to the specified date range, organized into two reports: By reject code and By user. Note that only documents that are rejected using custom reject codes appear in these two views.

    Documents rejected using "reject reasons" are included on the Pending user action view. You can view the reject reason by clicking the Documents button and locating the document in the list. The reject reason is displayed in the Comment field.

    • By reject code - Graphically displays the number of rejected documents, grouped according to whether they were rejected during verification or a workflow. Below the graph is a table which you can use to drill down the information further by user and buyer.
    • By user - Graphically displays the number of rejected documents, grouped by user and reject code.

Volume

The Volume menu contains reports about historical document volumes. These reports can help you understand historical development and load distribution. The Volume menu contains these reports:

  • Overview - Displays successfully processed documents and deleted documents. You can choose custom date ranges and drill down by organization.

  • By organization - Displays documents processed per day, grouped by organization down to the buyer level. You can choose custom date ranges.

  • By user - Displays the number of documents processed per user according to document status (Document created, Document verified, Document rejected, Document deleted) in the specified time period. You can choose custom date ranges.

  • By supplier - Displays the number of documents processed by supplier for the current month. You can choose custom date ranges.

  • Annual comparison - Displays year-over-year comparisons of successfully processed documents.

  • Document processing - Displays the current number of in-progress, rejected, processed and deleted documents. The basis for this report is the number of documents received during the specified time period. Unlike other document volume reports, in this report the Received documents equal the sum of the other statuses.

    Example

    In this example, a date is specified. One hundred documents were received during that time, and of those 100 documents, 50 were successfully processed, 10 were rejected, 20 were deleted, and 20 are in progress (100 = 50+10+10+30).

    Organization Received Successfully processed Rejected Deleted In progress
    Buyer 1 100 50 10 20 20
  • Billing - Displays information that you can use a basis for billing customers. This view has two reports in CSV format that you can download, a default report, and a detailed report. Click Download to obtain the default report and click Download detailed to obtain a detailed report.

    The default billing report contains this information:

    Customer The customer that processed the documents.
    Buyer The buyer that the documents belong to.
    Line items The number of documents that have been processed using a document type that interprets line items.
    Verified The number of documents that have been manually verified.
    Deleted The number of documents that have been deleted (not exported or posted).
    Successfully processed The number of documents that have been successfully processed (export succeeded or post succeeded).
    Added to storage The number of documents that were added to storage during the specified date.
    Storage total The total number of documents in storage at the end of the specified date.

    The detailed billing report contains this information:

    CustomerName The name of the customer.
    CustomerExternalId The value of the ID setting that is specified in the External reference settings.
    CustomerOrganizationNumber The organization number of the customer.
    CustomerVatNumber The VAT number of the customer.
    CustomerBillingReportReference The value of the Reference setting that is specified in the Service plan settings.
    BuyerName The name of the buyer (if any).
    CreatedDate The date that the document entered the system.
    FinalProcessingDate The date that document processes completed.
    LastDataVerifier The name of the most recent person who verified the document.
    TrackId The track ID of the document.
    SupplierName The supplier name of the document.
    InvoiceNumber The invoice number of the document.
    DocumentsWithLineItems The number of line-item documents that were processed.
    Verified The number of documents that have been manually verified.
    Deleted The number of documents that have been deleted (not exported or posted).
    Successfully processed The number of documents that have been successfully processed (export succeeded or post succeeded).
    Added to storage The number of documents that were added to storage during this period.

Performance

The Performance menu contains reports that help you determine how well an organization processes documents by analyzing processing times. The Performance menu contains these reports:

  • Total process time - Displays the average processing time for documents for the current month. You can choose custom date ranges. Hover your mouse over the data points in the graph to see more detailed information.

  • Process time by supplier - Displays the average processing time for documents grouped by supplier. Hover your mouse over the bars in the graph to see more detailed information.

  • Total verification time by user - Displays the total time (in hours) a user has spent verifying documents during the given time period on a daily basis. Only the top 50 users who spend the most time verifying documents are displayed. This report helps you see how much time, in total, your users spend verifying documents. You can also compare users to see who spends the most time verifying documents.

  • Verification time by supplier - Displays the average time users spend verifying one document for each supplier. In other words, this report tells you which supplier's invoices take the longest time to verify on average. Only the top 50 suppliers that take the most time are displayed.

  • Verification velocity - Displays the average time (in minutes) it takes for a user to verify one document over time on a daily basis. This report is helpful because you can easily see if users are maintaining reasonable verification speeds. Decreasing trends in the line graph indicate users are verifying documents more quickly, whereas increasing trends indicate it is taking more time. A new user, for example, might display a gradually downward trending graph as the user becomes more proficient at verifying documents. In contrast, large volumes of problem documents, or long documents with large numbers of line-items, might decrease user efficiency, causing an upward trend in the graph. You can also use this report to compare verification velocities between users.

Extraction

The Extraction menu contains reports that depict how well ReadSoft Online automatically finds fields on documents. Success rates are determined by analyzing how often users change field values. Generally, if extracted field values are not being changed by users during verification, this is an indication that ReadSoft Online is extracting the fields correctly. By examining the ratios between fields which ReadSoft Online thinks are Complete, with fields that are changed and unchanged by users, we can determine extraction performance. For example, if a particular field value is never changed, it means ReadSoft Online correctly found the field 100% of the time. As a result, this field would have a high rate of success (100%). However, if a particular field value is changed frequently, it means ReadSoft Online has difficulty finding the field, and it would have a low success rate.

Extraction data is calculated using invoices that were extracted and manually verified during the time you specify in the Date range. The data can include invoices that are still being processed in ReadSoft Online. Invoices that skip manual verification are not included in the extraction statistics. For example, if 100 invoices were extracted during the Date range, and 80 invoices skipped manual verification, only the 20 invoices that were manually verified will be included in the extraction statistics.

Note that solutions that use external extraction may not provide any extraction statistics because the API does not require feedback of external verification data.

Success rates for suppliers and buyers are measured in terms of identification rates, confidence rates and correctness rates. When calculating rates for fields, for example, we analyze the relationships depicted in the diagram below.

Note that the green area in the middle depicts an overlap of fields that are marked as Complete by ReadSoft Online and fields that were not changed by users during verification.

Success rates for suppliers and buyers are measured in terms of:

  • Identification rate - Measures how successfully suppliers or buyers are automatically identified. The identification rate is determined by comparing the number of unchanged fields to the total number of fields (changed and unchanged). The rate is calculated by dividing the number of unchanged fields with the total number of fields and multiplying by 100 to get the percentage.

    For example, assume you are looking at the supplier identification rate of 100 invoices, where 90 supplier fields were not changed during verification. In other words, there are 100 supplier fields in total, 10 of which were changed during verification. The other 90 were not changed during verification.

    (90/100) × 100 = 90%

    The result is an identification rate of 90%, which means 90% of the suppliers were automatically identified correctly.

  • Confidence rate - Measures how much users can rely on ReadSoft Online to correctly find supplier or buyer fields. The confidence rate is similar to the identification rate, but the pool of fields is limited to fields that ReadSoft Online thinks it captured correctly. The confidence rate answers the question: what percentage of fields that ReadSoft Online thought it captured correctly were actually captured correctly? The confidence rate is calculated by dividing the number of fields that ReadSoft Online assigned the Complete status to (and the user did not change during verification), with the number of fields that ReadSoft Online assigned the Complete status to.

    For example, assume you are looking at the supplier confidence rate of 100 invoices. ReadSoft Online assigned the Complete status to 95 supplier fields. Of those 95 Complete fields, only 5 were changed during verification. In other words, ReadSoft Online and the users agree that 90 of the fields were captured correctly.

    (90/95) × 100 = 94.7%

    The result is a confidence rate of 94.7%, which means users can rely on ReadSoft Online to correctly find supplier fields 94.7% of the time.

  • Correctness rate - Measures the percentage of fields that are automatically extracted correctly without user interaction. The correctness rate is determined by comparing the number of fields that ReadSoft Online assigned the Complete status, which were also unchanged during verification, to the total number of fields (changed and unchanged). The rate is calculated by dividing the number of Complete and unchanged fields with the total number of fields and multiplying by 100 to get the percentage.

    For example, assume you are looking at the supplier confidence rate of 100 invoices. ReadSoft Online assigned the Complete status to 95 supplier fields. Of those 95 Complete fields, only 5 were changed during verification. In other words, ReadSoft Online and the users agree that 90 of the fields were captured correctly.

    (90/100) × 100 = 90%

    The result is a correctness rate of 90%, which means supplier fields do not require user interaction 90% of the time.

The success rates for other fields are measured in terms of:

  • True positive - ReadSoft Online captured the field correctly and assigned the Complete status to the field. The user did not change the field value during verification. In this case, ReadSoft Online and the user agree the field was captured correctly.
  • False positive - ReadSoft Online thinks it captured the field correctly and assigned the Complete status to the field. However, the user changed the field value during verification. In this case, the user determined that ReadSoft Online did not capture the field correctly.
  • True negative - ReadSoft Online had trouble finding the field and assigned the Uncertain status to the field. The user changed the field value during verification. In this case, ReadSoft Online and the user agree that the field was not captured correctly.
  • False negative - ReadSoft Online had trouble finding the field and assigned the Uncertain status to the field. However, the user did not change the field value. In other words, the field was captured correctly, even though ReadSoft Online was not sure about its correctness. In this case, the user determined that ReadSoft Online did capture the uncertain field correctly.

These reports are available:

  • Supplier identification and field extraction - Displays supplier identification and field extraction rates. Triangles indicate the percent change over the last 30 days.

  • Supplier identification over time - Displays supplier identification rates over time, so you can see if rates are improving or worsening. This is helpful, for example, to see if changes made to supplier master data increase your identification rates. Triangles indicate the percent change over the last 30 days.

  • Supplier identification by organization - Displays supplier identification rates over time, grouped by organization. Triangles indicate the percent change over the last 30 days.

  • Buyer classification - Displays classification rates over time, grouped by organization. Triangles indicate the percent change over the last 30 days.

Feedback

The Feedback report displays customer feedback that Online Office users have submitted, so administrators can review the feedback status and gain insight to problem areas.

The feedback report contains this information:

Customer The customer from which the feedback originated.
External ID The External ID of the customer.
Track ID The tracking ID of the batch.
Created by The full name of the user who submitted the feedback.
Created The time the feedback was created.

Note that the dates are denoted in Coordinated Universal Time (UTC).

Status

Indicates the status of the feedback.

  • New - The feedback has been received, but no action has been taken yet.
  • In progress - Kofax personnel are making improvements to invoice definitions based on the feedback.

  • Done - Kofax personnel have made improvements based on the feedback.

  • No action - The feedback was reviewed, but no action was taken at this time.

  • Analysis - the feedback has triggered a deeper investigation, which may lead to system-wide improvements.

Type The type of feedback, such as Unrecognized suppliers, Incorrect field suggestions, Validation issues or Other.
Description The original feedback message that was submitted by the user.
Response A description about how the feedback was resolved.
Supplier name The name of the supplier that was associated with the feedback.
Supplier number The supplier number that was associated with the feedback.

Update frequency

Analytics data is updated every hour.

  • Organizations are updated on the first minute of every hour, for example, 15:01, 16:01, 17:01 etc.
  • Documents in progress are updated on the third minute of every hour, for example, 15:03, 16:03, 17:03 etc.
  • Processed documents are updated on the fifth minute of every hour, for example, 15:05, 16:05, 17:05 etc.
  • Extraction performance is updated on the tenth minute of every hour, for example, 15:10, 16:10, 17:10 etc.
  • Verification durations are updated on the fifteenth minute of every hour, for example, 15:15, 16:15, 17:15 etc.

Tip Because Analytics data is relatively new, not all reports contain historical data. The Feedback report Currently, historical data is only available as far back as the dates described below, but the systems will be updated to go back as far as one year.
  • Europe - 11-04-2019
  • United States - 18-06-2019
  • Asia and Australia - 19-06-2019