Enabling Analytics
Global Level
In order to use analytics, it must first be enabled at the global level. First, navigate to Settings, then under Customisation click Analytics.
Ensure the "Enable Analytics" toggle is on.
Template Level
By default, Templates will use the Global level default.
If Analytics are enabled at the Global level, all templates will have Analytics enabled by default. The user can turn off Analytics at the template level if required per template either when creating a new template or via the template settings.
If Analytics are disabled at the Global level, Analytics cannot be enabled at the Template level. The user must first enable Analytics at the Global level.
Data Retention
The retention period will define how long analytical data is stored form - this is defined at the Global level. To change the period, navigate to the Settings section, then under Customisation click Analytics. Select the required option from the dropdown and click Save Changes. The options are:
Indefinitely
30 days
90 days
1 year
Analytics Settings
The analytics settings lets you define what is and is not tracked within Pilotis Forms. This can be configured at the global level and the template level.
Global Level
Navigate to the Settings section, then under Customisation click Analytics.
These settings define what are tracked as part of the Analytics feature. These defaults are applied when new template revisions are created. Individual templates can override these settings, except where the corresponding global option is disabled - in which case the template-level option is locked off as soon as the global settings are saved.
The following can be enabled/disabled:
Lifecycle Events
Sent - records when a form is sent to a respondent.
Opened - records when a respondent opens the form.
Started - records when a respondent begins completing the form.
Submitted - records when a form is submitted.
Accepted - records when a submitted response is accepted by an admin.
Rejected - records when a submitted response is rejected by an admin.
Respondent Type - identifies whether the respondent is new or returning.
Session Tracking
Session Tracking - allows for tracking of user sessions.
Page Transitions - tracks movement between pages within a form.
Location Tracking
Enable Location Tracking - Captures approximate city and country via IP address.
Template Level
The system will apply the Global level Analytics settings at the Template level. These settings can then be overwritten on a specific Template.
For new Templates, the create template page will allow you to update the settings.
For existing Templates, these settings can be viewed and updated via the Template settings.
Form Analytics
When a form is sent that is associated to a Template with Analytics enabled, the Form Request will have an Analytics tab. This tab will provide analytical insights for that form submission based on the Analytics settings you have enabled. To access this tab:
Navigate to Forms
Click on a Form Request (Note: the Request must use a Form that uses an Analytics enabled Template).
Click Open Submission
Click Analytics
This tab will show a timeline of activity based on the lifecycle of the form, including:
When the form was sent and who by.
When the form was first opened, who by, and the browser/operating system used.
When the form was started, who by, and the browser/operating system used.
When the form was submitted, who by, and the browser/operating system used.
Any post submission events, such as form acceptance/rejection.
If Session Tracking is enabled, the timeline will also list all the the Sessions the user went through when populating the from.
What is a Session
A session is defined as a single continuous visit to a form in one browser tab. A session begins when the respondent opens the form and ends when they submit it, close the tab, or are inactive for 15 minutes. If the respondent returns to the form in the same tab within 15 minutes, the same session continues; after that, a new session starts.
A session measures one visit, not one person. The same respondent opening the form in two tabs, or completing two different forms, will produce two separate sessions.
Within a session, time is recorded as either active or idle. Time counts as active while the respondent is typing, clicking or scrolling, and switches to idle after 30 seconds of no activity, or while the tab is in the background.
Each session can be expanded to show specific details on the session, including (where enabled):
The user who completed the session.
The browser/device the session was carried out on.
The location the session was carried out.
The duration of the session.
The total active time.
The total idle time.
The time the session was started.
The user navigation journey - this defines which pages the user navigated from/to along with the duration spent on each page.
Respondent Type
The Analytics tab will also show the Respondent Type. This is determined at the point the form is submitted and is matched by email address (case is ignored). It will be one of:
First-Time - the respondent has not submitted a form built from this Template before.
Returning - the respondent has already submitted another form built from the same Template, or is resubmitting this form after a rejection.
Date Filter
Data that is presented in this tab can be filtered by Date. The default filter will show all data, but you can also select:
Last 7 Days
Last 30 Days
Set a Custom Date Range
Analytics Dashboard
The Analytics Dashboard will present organisation-wide data across your Forms and Templates. The dashboard is split out into two main sections - Forms & Templates. To access this Dashboard, click "Analytics" from the left-side menu.
Filters
The dashboard has the following filter options:
Date Filter
By default, the dashboard will show data from the current month. You can change this using the quick filters at the top for:
Last 7 days.
Last 30 days.
Last 90 days.
You can also set a custom date range by specifying the start and end date.
Categories
Clicking the filter icon will allow you to filter based on your Template categories. By default, all categories will be selected. You can click on one or many categories to filter.
State
Clicking the filter icon will allow you to filter based on State. The following defaults are applied:
Forms - All States.
Templates - Draft & Published only.
Forms Tab
The Forms tab will present data based on Form Submissions and include any Forms that have a associated template with Analytics enabled. There are two main parts to the dashboard - summary cards and a table view.
Summary Cards
The summary cards are indented to give a high-level overview of some key statistics including:
Total number of forms dispatched.
Total number of forms started.
Total number of forms submitted.
Total number of forms accepted.
Total number of forms rejected.
Average completion time across all completed forms.
Average number of sessions across all completed forms.
Table View
The table view will show a list of all the forms that have been dispatched. Each entry in the table will show key analytical data such as key dates, time to complete, respondent type, etc. Clicking on a specific form will navigate you to the Analytics tab for that form allowing you to see more in depth analytical information.
Templates Tab
The Templates tab will present data based on all Templates that have Analytics enabled. There are two main parts to the dashboard - summary cards and a table view.
Summary Cards
The summary cards are indented to give a high-level overview of some key statistics including:
Total number of template revisions.
Total number of unique templates.
Total number of forms sent.
Table View
The table view will show a list of all the published templates. Each entry in the table will show key analytical data such as the number of forms sent using that template, completion rate, etc. Clicking on a specific template will navigate you to that Template.