Impact Dashboard for SelectedWorks Administrators

Category : For Administrators

The Impact Dashboard is an interactive tool for SelectedWorks administrators to track activity and measure impact across an institution’s author profiles. Use the dashboard tabs and Shortcuts menu to visually explore readership, generate detailed reports, share guest links, or jump to views you’ve saved.

  • Profiles Snapshot: Quickly see how many profiles are associated with your institution, the total number of published works, and a current tally of downloads.
  • Explore Readership: Get a comprehensive picture of where and how users are accessing content geographically, by institution, and over time.
  • Usage Reports: Run reports showing downloads, metadata page hits, works posted, or individual works for the content and time frame selected.
  • Share the Dashboard: Create dashboard links to quickly demonstrate impact to stakeholders with no login required, and track their views.
  • Shortcuts: Save preferred views so you can easily return to the content you need or point guests to a specific view.

Each tab is covered in more detail below.

Access the Impact Dashboard

As a SelectedWorks administrator, you have access to a discrete Impact Dashboard for your own use, separate from those that other administrators see. The dashboard will save your shortcuts, share links, and last used settings.

Access the dashboard in any of the following ways:

  • Visit https://dashboard.bepress.com and log in.
  • Or navigate from https://works.bepress.com using the SelectedWorks main menu in the upper right. The Reports tab in your SelectedWorks Administrative Interface provides another route.
  • Or, if you are also a Digital Commons repository administrator, you can use the drop-down selector at the top of your Digital Commons Dashboard to switch to your Impact Dashboard.

The Profiles Snapshot tab is active by default when you first load the dashboard, with data shown for all works from the past 90 days. You can refine the data shown on the dashboard with multiple date and filter options, described below.

Refine Dashboard Contents

The filtering options at the top of the dashboard allow you to narrow data and usage reports by time frame, discipline, position, and organization. You may also isolate data from specific profiles.

Saving Shortcuts: As you configure dashboard views, use the shortcut button to the right of the date range menu to save frequently used views. Find your saved views in the Shortcuts menu.

Modify the Date Range

Select a specific date range using the menu at the top right of the dashboard. Widgets and reports adjust to reflect the dates shown.

Past 30 Days: A 30-day snapshot including today’s date.

Last Month: The previous calendar month.

Past 90 Days: The maximum amount of time for which daily results are returned in usage reports.

All Time: Monthly data going back to the earliest activity on your institution’s profiles. (Note: most statistics on the Explore Readership tab have data available from December 2014. Applicable dates display at the bottom of each widget.)

Custom Monthly Range: Allows you to select a custom range of available dates containing statistics for your institution’s profiles. The date range is inclusive, so to run a report on a single month, select the same month for the start date and end date.

The options for the past 30 days, past month, and past 90 days show daily counts. Anything prior to 90 days is aggregated by month.

Filter by Discipline, Position, or Organization

Click the Filters button to expand it and choose from a list of disciplines, positions, and organizations applicable to the currently selected content.

Click Apply to add those filters. A label will appear at the top of the dashboard for each filter that is currently applied. To remove a filter, click the “x” next to the label.

If you select multiple values under any one heading, such as multiple disciplines, the filter performs an OR operation and will show all matching profiles (e.g., checking Biology and Literature will show all profiles that match either discipline). Combining values from different headings has an AND result. For instance, if you select Faculty Member for the position along with the Biology discipline, you’ll see data for biology faculty profiles.

View Data for a Specific Profile

Use the Profile menu at the top of the dashboard to highlight data for an individual SelectedWorks profile. Simply choose from the list or start typing in the search box to narrow the works to locate a particular author’s profile. Selecting a profile will focus the dashboard components on the statistics for that profile.

Select “All Profiles” at the top of the menu to return to viewing data for your all of your institution’s SelectedWorks content.

Statistics for individual profiles are also accessible via the Profiles table on the SW Profile Reports tab.

Profiles Snapshot

The Profiles Snapshot is the landing page for the dashboard and gives a quick overview of activity and metrics for your institution’s SelectedWorks.

Profiles Chart

The total number of SelectedWorks profiles matching your criteria appears in the center of the Profiles chart. The outer ring sections break down the numbers by position type, with a percentage and total shown for each.

Works Chart

The total number of matching works appears in the center of the works chart. These are broken down by full text and metadata-only works in the outer ring sections. If a work was imported from Digital Commons and the full text resides in the repository, it is counted here as a full text article. If a work from Digital Commons has been imported into multiple author profiles, it is counted as just one work in the dashboard.

Downloads and Metadata Page Hits

View the Downloads chart to see counts for full texts that live on SelectedWorks as well as full texts that reside in Digital Commons for items imported to SW. The accompanying chart shows metadata page hits in SelectedWorks.

Profiles Table and Reports

This is a list of all profiles, similar to the drop-down menu at the top of the dashboard. The table includes a link to each profile () as well as author positions and organizations, total works, metadata hits, and downloads. Profiles are sorted by total downloads within the selected date range.

Multiple positions and organizations will appear if applicable for a given author, with the current entry listed first followed by past entries.

Click the Generate Report button to download profile-specific information to an Excel spreadsheet. In addition to the contents of the table, the report contains the date created for each profile, the profile URL, author email, total full text and metadata articles, and submissions posted in the time period.

Click an author name to filter the dashboard by that profile. This action automatically takes you to the top of the Explore Readership tab for that profile.

Explore Readership Tab

The components on the Explore Readership tab will each adjust to match the dashboard’s current scope and date range.

Readership Distribution Map

This geographic visualization shows the sources of your institution’s SelectedWorks readership on an interactive world map. Click the numbers in the download clusters or use the +/- zoom tool for a more granular view. A pin marker will appear when all downloads are from the same location. Clicking the pin provides a detailed list of downloads.

Drag with the hand tool to move the map. Click the view larger icon () to expand the size of the map, which can be particularly useful on a mobile device.

Institutions

The Institutions table displays academic institutions, organizations, businesses, and government agencies where full texts were downloaded, based on IP address. Each institution is listed with its total downloads.

Start typing in the table’s search box to find a particular institution or institution type, and use the arrow to the left of an institution to view individual article downloads for that location. If you see an institution in an incorrect category, tell us about it! Click the note icon next to the institution type for an expanded institution and complete the form.

At any point, click Export to download the currently visible data to a CSV file.

The percentage of downloads per institution type appears in the color-coded graph at the top. Click an institution type or color block to filter the list by type, or select from the Filter by type menu.

To return to viewing all institution types, select “Show All” from the menu.

Countries

The Countries table shows top downloads by country, which are easily broken down by region or state using the interactive map. Click a country on the map to see a regional or state distribution of that country’s readership and to populate the table with the regions displayed.

Hovering over a region on the map provides a quick view of the associated downloads. To return to the world map, click the “Back to World” button.

Start typing in the search box to find locations in the table. Expand an entry to see which articles were downloaded in that country or region. Click Export to download currently visible data to a CSV file.

Referrers

The sites listed here reveal the sources of inbound traffic to full texts. Search for referrers and export current results to a CSV file. Note that some valid downloads do not have associated referral data, because not all users pass along referral information. Over the years, fewer and fewer browsers and search engines have passed along this information, so referrer numbers now include only a small fraction of total traffic.

Usage Reports Tab

Find a visual snapshot of downloads and metadata page hits on the Usage Reports tab, and easily generate reports to capture that data. You also have access to statistics for individual works and a tally of works posted during the selected time period.

Downloads

Use the Downloads graph to view full-text downloads for the currently selected date range. You may also generate a report to store or manipulate the data in a spreadsheet.

Click the Include additional files box if you wish to count supplemental files, which may be present from imported Digital Commons articles or carried over from the previous version of SelectedWorks. Additional file downloads will display in red at the top of the graph bars.

To retrieve a download report for the active date range and filters, click the Generate Report button. Report options:

  • Provide: Choose “Summary by profile” if you wish to view download totals for each SelectedWorks profile at your institution. “Details for all works” returns download counts for each individual work. For works imported from Digital Commons, the URL field in the report will show the URL on Digital Commons where the full text lives, and the status field will reflect the status of that full text document. The “Imported to” field will include the URL for the SelectedWorks page that links out to that full text. The Provide option does not appear when running a report for a single profile; details for all works are automatically included.
  • Aggregate By: Select “Total” to view all matching downloads for each profile or record (depending on your choice above). You may also break the numbers down by year, month, or day. Choosing “Year” or “Month” will organize numbers into separate columns for each calendar year or month included in the date range. “Day” is only an option for reports generated for the last 90 days or less.

Click the Email me the report button when finished selecting options. You’ll receive an email containing a link to download the report in an Excel spreadsheet.

Metadata Page Hits

This graph shows how often visitors landed on article metadata pages in SelectedWorks during the active time frame. Report options are as follows:

  • Provide: Choose “Summary by profile” if you wish to view hit totals for each SelectedWorks profile at your institution. “Details for all works” returns hits for each individual work. When running a report for a single profile, the Provide option does not appear and details for all works are automatically included.
  • Aggregate By: Returns either a total number of hits for each record, or breaks the numbers down by year, month, or day based on the option selected. If “Year” or “Month” are chosen, numbers are organized into separate columns for each calendar year or month included in the date range. The “Day” option only appears for reports generated for the last 90 days or less.

Click the Email me the report button when finished selecting options. You’ll receive an email containing a link to download the report in an Excel spreadsheet.

Downloads tend to be higher than metadata page hits, since users frequently access full texts directly via search engines. Metadata page hits can offer insights into how readers interact with your institution’s SelectedWorks by browsing and searching profiles, typing a URL from a citation, or clicking metadata page links in search results.

Works Posted

The Works Posted graph counts full texts and metadata-only works posted to profiles within the selected date range. Search to refine the results and click Export to generate a CSV file with the currently visible results. Works posted only include works directly published to SelectedWorks, and do not count works imported from Digital Commons.

Works

The Works list shows downloads for works on all matching profiles. Search for a particular work, or browse titles using the Next and Previous buttons. Then click the title of a work to focus the dashboard components on that article.

Click the icon () to the left of an article title to view the posted submission on the respective profile. If a work was imported from Digital Commons into multiple author profiles, you will be given the option to choose which profile to visit. The work is counted only once in the dashboard, and all versions in SelectedWorks will have identical download counts due to the single file.

Associated metadata page hits will vary depending on each profile’s traffic. For works with duplicates, you will have the option when clicking the work’s title to choose which version to explore on the dashboard.

Click Export at any point to download current results in the table to a CSV file.

Share the Dashboard

To demonstrate impact to stakeholders or share stories in your dashboard with others, visit the Share the Dashboard tab to easily create links to specific views of the dashboard. No password is required for users who access the dashboard via share links.

To create a new link:

  1. Select Share the Dashboard in the left-hand sidebar.
  2. In the Intended for box, enter a recipient or purpose to help identify the link in your list.
  3. Choose the Initial view of the dashboard a user will see when following the link. If none of the default views or shortcuts is appropriate, select “Create Shortcut for Current View…” to save the current dashboard parameters as a shortcut. Then select the new option from the list.
  4. Click Create Link.

To share a link, click the Copy button for that link in the Guest Access Links table and paste into an email, memo, or other document.

Users who follow a share link will land on the initial view, but they can navigate the rest of the Impact Dashboard to explore other views. Guests will not see shortcuts or share links, however, nor will they have the ability to generate reports—so they can’t see author emails via the Profiles report or view metadata or download reports. If you are also a Digital Commons administrator, guests will not have access to the Digital Commons Dashboard.

Track the number of views for each link in the Visits column.

Links never expire. However, you may delete a link using the trash can icon at any time if you no longer wish to provide guest access to a particular view.

Shortcuts

As you adjust the Dashboard to focus on specific content or time frames, you can easily save the views you’ll want to revisit. Simply click the bookmark button to the right of the date range menu to save the current dates and filters.

You may also add shortcuts by expanding the Shortcuts menu and selecting “Create a new shortcut.”

Use the Shortcuts menu to see a list of the shortcuts you’ve saved and return to a subset. Click the pencil icon to edit a shortcut name, or the trash can to delete a shortcut.

Date ranges are saved as relative windows, except for custom monthly ranges, which are fixed.

Common Questions

What constitutes a download?

See our page on Accurate Metrics for a detailed answer about how bepress defines a download. Please note that a set amount of time needs to pass between downloads of an item from the same IP address for them to not count as duplicates. Downloads by administrators from the administrator-facing side of our system are not counted. We also filter out all downloads made by bepress.

Do usage statistics include withdrawn items?

Withdrawn items are included on the dashboard and in usage reports, along with any previous download data available for them. In usage reports, they are identified as withdrawn in the “Status” column.

Do usage reports support Chinese or Unicode characters?

Yes. Submission titles with Chinese or other Unicode characters will display properly in usage reports.

If you have any questions, please write Consulting Services at sw-support@bepress.com, or email dc-support@bepress.com if your institution also has Digital Commons. You may also phone us weekdays at 510-665-1200, option 2, 8:30 a.m. to 5:30 p.m. Pacific time.