# Analytics Dashboard

This guide explains how to use the Analytics Dashboard in [PromptOwl](https://promptowl.ai) to create custom visualizations, track metrics, and gain insights from your AI conversations.

---

## Table of Contents

1. [Dashboard Overview](#dashboard-overview)
2. [Accessing the Dashboard](#accessing-the-dashboard)
3. [Understanding the Interface](#understanding-the-interface)
4. [Creating Analytics Cards](#creating-analytics-cards)
5. [Visualization Types](#visualization-types)
6. [Card Sizing and Layout](#card-sizing-and-layout)
7. [Page Management](#page-management)
8. [Team Filtering](#team-filtering)
9. [Date Range Selection](#date-range-selection)
10. [Import and Export](#import-and-export)
11. [Best Practices](#best-practices)
12. [Troubleshooting](#troubleshooting)

---

## Dashboard Overview

The Analytics Dashboard provides a comprehensive platform for monitoring AI conversation data with customizable visualizations.

### Key Features

| Feature | Description |
|---------|-------------|
| **Custom Cards** | Create personalized analytics visualizations |
| **Multiple Chart Types** | Bar, pie, line, word cloud, tables, metrics |
| **Team Filtering** | View data by team or across all teams |
| **Date Ranges** | Filter data by custom time periods |
| **AI-Powered Analysis** | Dynamic cards using LLM for insights |
| **Drag-and-Drop** | Easy page customization |

### What You Can Track

- User engagement and activity
- Conversation topics and patterns
- Satisfaction scores and feedback
- Token usage and costs
- Model performance
- Custom metrics via AI analysis

---

## Accessing the Dashboard

### Navigation

1. Click **Analytics** in the left sidebar
2. Or navigate directly to `/analytics-dashboard`


### First-Time Setup

When you first access the dashboard:
1. Default pages are pre-configured
2. Standard metric cards are available
3. Team filter defaults to your teams
4. Date range defaults to last 30 days

---

## Understanding the Interface

### Dashboard Layout

```
┌─────────────────────────────────────────────────────────┐
│  [Team Filter ▼]  [Date Range 📅]  [Create Cards] [Edit]│
├─────────────────────────────────────────────────────────┤
│  Overview | User Tracking | Topics | My Cards | Config  │
├─────────────────────────────────────────────────────────┤
│  ┌──────────┐  ┌──────────┐  ┌─────────────────────┐   │
│  │  Card 1  │  │  Card 2  │  │       Card 3        │   │
│  │ (Small)  │  │ (Small)  │  │      (Medium)       │   │
│  └──────────┘  └──────────┘  └─────────────────────┘   │
│  ┌─────────────────────────────────────────────────┐   │
│  │                    Card 4 (Wide)                 │   │
│  └─────────────────────────────────────────────────┘   │
└─────────────────────────────────────────────────────────┘
```

### Interface Elements

| Element | Location | Purpose |
|---------|----------|---------|
| **Team Filter** | Top left | Filter by team |
| **Date Range** | Top right | Set time period |
| **Create Cards** | Header | Build new cards |
| **Edit Page** | Header | Customize layout |
| **Page Tabs** | Below header | Switch between pages |
| **Cards Grid** | Main area | Display visualizations |

---

## Creating Analytics Cards

### Method 1: Card Builder

Create custom analytics cards with AI-powered analysis.

#### Step 1: Open Card Builder

1. Click **Create Cards** in the dashboard header
2. Card builder interface opens
3. Configure your card settings


#### Step 2: Configure Card Details

| Field | Description | Example |
|-------|-------------|---------|
| **Title** | Card name displayed | "User Satisfaction" |
| **Description** | What the card shows | "Weekly satisfaction scores" |
| **Data Source** | Analytics prompt to use | Select from available |

#### Step 3: Choose Visualization

| Setting | Options |
|---------|---------|
| **Visualization Type** | Number, Bar, Pie, Line, Word Cloud, Table |
| **Card Size** | Small, Medium, Large, Wide, Tall, Extra Large |
| **Table Rows** | 5, 10, 20, 50, 100 (for tables only) |
| **Refresh Interval** | Real-time, Hourly, Daily, Weekly |

#### Step 4: Save Card

1. Click **Save Card**
2. Card saved to your collection
3. Add to any dashboard page

### Method 2: Page Editor (Drag & Drop)

Add existing cards to pages quickly.

1. Click **Edit Page** on any tab
2. Modal opens with available cards
3. Drag cards to the dashboard grid
4. Resize and reorder as needed
5. Click **Save Page**


### Standard Cards Available

Pre-built cards ready to use:

| Category | Cards |
|----------|-------|
| **Users** | Total Users, Active Users, Top Users |
| **Engagement** | Average Messages, Time on Site |
| **Performance** | Satisfaction Score, Response Time |
| **Usage** | Total Tokens, Most Used Models |
| **Content** | Topic Distribution, Recent Activity |

---

## Visualization Types

### Number/Metric Display

Best for single key metrics.

| Use Case | Example |
|----------|---------|
| Percentages | "85% Satisfaction" |
| Counts | "1,234 Users" |
| Scores | "4.5/5 Rating" |

**Data Format:** Single value or percentage calculation from binary data (1/0).

### Bar Chart

Best for comparing categories.

| Use Case | Example |
|----------|---------|
| Category comparison | Topics by frequency |
| Rankings | Top 10 users |
| Distributions | Messages per team |

**Features:**
- Horizontal or vertical bars
- Hover tooltips
- Legend for multiple series

### Pie Chart

Best for showing proportions.

| Use Case | Example |
|----------|---------|
| Distribution | Model usage breakdown |
| Composition | Sentiment distribution |
| Shares | Team contribution |

**Features:**
- Interactive segments
- Percentage labels
- Color-coded legend

### Word Cloud

Best for text analysis.

| Use Case | Example |
|----------|---------|
| Frequent topics | Common keywords |
| Trends | Popular terms |
| Patterns | User language analysis |

**Features:**
- Size = frequency
- Color coding
- Interactive hover

### Line Chart

Best for trends over time.

| Use Case | Example |
|----------|---------|
| Time series | Daily active users |
| Trends | Weekly satisfaction |
| Comparisons | Month-over-month |

**Features:**
- Multiple data series
- Time axis
- Trend indicators

### Table

Best for detailed data.

| Use Case | Example |
|----------|---------|
| Rankings | Top users list |
| Details | Recent conversations |
| Lists | Active prompts |

**Configuration:**
- 5 to 100 rows
- Automatic sorting
- Responsive columns

---

## Card Sizing and Layout

### Grid System

The dashboard uses a 4-column grid. Cards can span:

| Size | Columns | Rows | Grid Space |
|------|---------|------|------------|
| **Small** | 1 | 1 | 1x1 |
| **Medium** | 2 | 1 | 2x1 |
| **Large** | 3 | 2 | 3x2 |
| **Wide** | 4 | 1 | 4x1 |
| **Tall** | 2 | 2 | 2x2 |
| **Extra Large** | 4 | 2 | 4x2 |

### Size Recommendations

| Visualization | Recommended Size |
|---------------|------------------|
| Single metric | Small |
| Simple chart | Medium |
| Complex chart | Large or Tall |
| Table | Wide or Extra Large |
| Word cloud | Large or Tall |

### Layout Tips

- Place important metrics at top left
- Group related cards together
- Use wide cards for tables
- Balance visual weight across rows

---

## Page Management

### Default Pages

| Page | Purpose |
|------|---------|
| **Overview** | High-level metrics summary |
| **User Tracking** | User activity and engagement |
| **Topic Analysis** | Conversation topics and trends |
| **Guidelines & Society** | Compliance and policy metrics |
| **Evaluators** | Evaluation and quality scores |
| **My Cards** | Your custom created cards |
| **Configure** | Dashboard settings |

### Customizing Pages

#### Adding Cards to a Page

1. Navigate to the target page
2. Click **Edit Page**
3. Drag cards from available list
4. Position on grid
5. Click **Save Page**

#### Removing Cards

1. Click **Edit Page**
2. Click the **X** on the card
3. Card removed from page (not deleted)
4. Click **Save Page**

#### Reordering Cards

1. Click **Edit Page**
2. Drag cards to new positions
3. Grid snaps cards to positions
4. Click **Save Page**

---

## Team Filtering

Filter analytics data by team.

### Using the Team Filter

1. Click the **Team dropdown** in header
2. Select a specific team
3. Or select **All Teams** for aggregate
4. All cards update automatically


### Filter Behavior

| Selection | Data Shown |
|-----------|------------|
| Specific team | Only that team's data |
| All Teams | Aggregated across all |
| My Teams | Teams you belong to |

### Permissions

- Only see teams you have access to
- Enterprise admins see all teams
- Team filter respects RBAC

---

## Date Range Selection

Filter data by time period.

### Using Date Picker

1. Click the **calendar icon** in header
2. Select start and end dates
3. Or choose preset range
4. All cards update automatically

### Preset Ranges

| Preset | Period |
|--------|--------|
| Today | Current day |
| Yesterday | Previous day |
| Last 7 Days | Past week |
| Last 30 Days | Past month |
| This Month | Current month |
| Last Month | Previous month |
| Custom | Your selection |

### Date Range Tips

- Shorter ranges = faster loading
- Compare same periods for trends
- Consider data volume for range selection

---

## Import and Export

Transfer dashboard configurations between accounts.

### Exporting Dashboard

1. Click **Export Dashboard** in header
2. JSON file downloads automatically
3. File contains:
   - Complete layout
   - All page configurations
   - Card settings
   - Visual arrangements

**Filename:** `promptowl-dashboard-config-YYYY-MM-DD.json`

### Importing Dashboard

1. Click **Import Dashboard**
2. Select your JSON config file
3. System validates and applies
4. Layout imported immediately

### Important: Share Analytics Prompts

After importing, you must share the underlying analytics prompts:

1. Go to **Monitor** page
2. Find the analytics prompts used by cards
3. Share prompts with the target account
4. Dashboard becomes functional

### Transfer Workflow

```
Source Account              Target Account
      ↓                           ↓
Export Dashboard    →    Import Dashboard
      ↓                           ↓
Share Prompts       →    Receive Prompts
      ↓                           ↓
Complete           ←    Dashboard Works
```

---

## Best Practices

### Card Design

**Do:**
- Use descriptive titles
- Choose appropriate visualization
- Size cards for content
- Group related metrics

**Don't:**
- Overcrowd pages
- Use wrong chart types
- Create duplicate cards
- Ignore mobile view

### Data Sources

**Do:**
- Use focused analytics prompts
- Generate structured output
- Test before deploying
- Document data sources

**Don't:**
- Use overly complex prompts
- Expect unstructured analysis
- Ignore data quality

### Performance

**Do:**
- Limit cards per page (8-12 max)
- Use appropriate date ranges
- Choose efficient refresh rates
- Archive unused cards

**Don't:**
- Add too many cards
- Use real-time for everything
- Ignore loading times

---

## Troubleshooting

### "No data available"

**Cause:** No data in selected filters

**Solutions:**
1. Expand date range
2. Check team filter
3. Verify data source has data
4. Wait for data collection

### "Data source not found"

**Cause:** Analytics prompt deleted or access revoked

**Solutions:**
1. Check prompt still exists
2. Verify your access permissions
3. Re-select data source
4. Contact prompt owner

### "Processing error"

**Cause:** LLM analysis failed

**Solutions:**
1. Check prompt configuration
2. Verify API keys are valid
3. Retry after a moment
4. Review prompt output format

### Cards Not Loading

**Solutions:**
1. Refresh the page
2. Check internet connection
3. Clear browser cache
4. Verify team/date filters

### Import Failed

**Solutions:**
1. Verify JSON file format
2. Check file isn't corrupted
3. Ensure file is valid export
4. Try smaller configuration

---

## Quick Reference

### Visualization Selector

| Data Type | Best Visualization |
|-----------|-------------------|
| Single number | Number/Metric |
| Categories | Bar Chart |
| Proportions | Pie Chart |
| Time series | Line Chart |
| Text frequency | Word Cloud |
| Detailed list | Table |

### Size Quick Guide

| Content | Recommended Size |
|---------|------------------|
| KPI number | Small |
| Simple chart | Medium |
| Detailed chart | Large |
| Data table | Wide |
| Complex view | Extra Large |

### Refresh Intervals

| Interval | Use Case |
|----------|----------|
| Real-time | Live dashboards |
| Hourly | Active monitoring |
| Daily | Standard reporting |
| Weekly | Summary metrics |

---

## Related Guides

- [Monitoring, Evaluation, and Improvement](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/monitoring-evaluation)
- [Reviewing and Managing Annotations](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/reviewing-managing-annotations)
- [Sharing and Collaboration](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/sharing-collaboration)