The Document Statistics screen in ProdSys works similarly to the Order Statistics screen but focuses on building custom statistics for different document types. This feature uses a crosstab grid, enabling you to analyze data from various document fields, such as certificates, forms, or inspection reports. You can also visualize the data graphically above the table for easier interpretation. All fields in the grid can be filtered, sorted, and saved for future use or shared with others.
Here’s how you can effectively use the Document Statistics screen in ProdSys:
Step 1: Access the Document Statistics Screen
Log in to ProdSys: Start by logging into your ProdSys account with your username and password.
Navigate to Document Statistics: From the main menu, go to "Documents" and select "Document Statistics" from the submenu.
https://app.prodsys.com/#/documents/document-statistics
Step 2: Choose Fields for the Crosstab Grid
The fields available in the crosstab grid are pre-configured based on the document type. You can choose which fields you want to include in your analysis.
Period: Select the relevant document date period at the top of the page to define your timeframe.
Open the Field Selector:
Locate the field selector icon on the right side of the screen. This panel contains all the fields configured for the document type you’re analyzing.
Available fields could include document titles, types, creation dates, and more, depending on your setup.
Select Fields to Include:
Drag and drop fields from the field selector into the crosstab grid.
You can include fields such as:
Document Type
Document Date
Responsible Person
Status
Category
Any other custom fields
Step 3: Arrange the Crosstab Grid Layout
Drag Fields to Rows and Columns:
Drag the selected fields to the “Rows” or “Columns” area of the crosstab grid to define how the data is grouped and displayed.
For example, you can drag "Document Type" to Rows to group data by type and "Category" to Columns to organize documents by category.
Add Measures to the Crosstab:
If your document statistics include numeric data (e.g., counts, costs), drag those fields to the "Data Fields" area. These fields will display aggregated totals or averages.
Step 4: Filter and Sort Data in the Crosstab Grid
Apply Filters:
Click on the filter icon (usually a funnel symbol) next to each field to apply filters.
For instance, you can filter documents by a specific creation date or by status (e.g., "Approved" or "Pending").
Sort Data:
Click on the column headers to sort data in ascending or descending order. This helps you organize the data for easier analysis.
Grouping:
If you've added multiple fields in the grid, you can expand or collapse the grouping by clicking on the "Expand" or "Collapse" buttons at the top of the table.
Step 5: Visualize the Crosstab Data Graphically
Graphical View:
Above the crosstab grid, the system will generate a graph based on the grid data, helping you visualize trends or comparisons more clearly.
Step 6: Save and Share Your Customized Crosstab Grid
Save the Grid Layout:
Click on the "Action Menu" (represented by three dots) at the top right of the screen to save your customized crosstab grid. You can name the layout and save it for future reference.
Share the Grid:
To share your saved layout with other team members, click on the "Share" button. You can select specific users or groups to share the layout with for collaborative analysis.
Step 7: Export Data for Further Analysis
Export the Crosstab Data:
Click on the "Action Menu" (three dots) and select the "Export" option to download the data in your preferred format, such as Excel or CSV. This allows for further analysis or sharing with external stakeholders.
Tips for Optimizing the Use of the Document Statistics Screen
Combine Multiple Fields: Use a variety of fields from different document types to create comprehensive statistics.
Regularly Update and Save Layouts: Keep your layouts updated to reflect the latest data and business insights.
Utilize Graphical Representations: Use graphs and charts to help visualize data, making complex information easier to understand.
Leverage Filtering and Sorting: Regularly apply filters and sort data to focus on the most relevant information and ensure effective decision-making.
Conclusion
The Document Statistics screen in ProdSys is a robust tool for generating custom statistics and analyzing data from various document types. By utilizing the crosstab grid, filters, and graphical visualization, you can gain valuable insights into your document management processes and make data-driven decisions. Start using the Document Statistics screen today to improve your reporting capabilities and operational performance.