Analytics
Analytics shows how many documents Workist has processed, how many of them went through without intervention, how much time your team saves and why documents need assistance.
Who sees analytics
Users with the Manager and Admin roles open analytics, see Users, roles & teams. They reach it via Analytics in the left navigation or via the ⋮ menu in the document overview: Show analytics shows all channels of the document type, Show channel analytics only the open channel.
The figures only cover the channels of your teams. Admins see the figures of all channels.
Filters
At the top you pick the tab, the document type, the channels and the period:
- Tab: Workbench shows document processing, Inbox the Smart Inbox.
- Document type: Requests for Quotation, Orders, Order Confirmations, Invoices, Delivery Notes or Universal. Document types that are not enabled are greyed out. Within the active document type you pick individual channels, grouped into Automated channels and Non-automated channels.
- Period: Last 7 Days, Last 30 Days (default), Last 3 Months, Last 6 Months, Last 12 Months or Custom.... If a shorter data retention period is agreed for your company, you can only pick days within that period.
Workist assigns each document to the day it was completed, discarded or deleted. The time zone from the Company Profile applies.
Workbench tab
| Metric | What it shows |
|---|---|
| Time Spent Processing Documents | Duration of processing documents with Workist compared to before using Workist. |
| Total documents processed | Number of documents processed via Workist. |
| Time saved per finished document | Amount of time saved per document using Workist compared to manual processing. |
| Total time saved | Total amount of time saved using Workist compared to manual processing. |
| Assistance time per document | Average time users spend assisting a document that Workist didn’t finish automatically. |
| Document Processing | Breakdown of all documents processed via Workist by type of processing. |
| Field Extraction | Ratio of unassisted vs. assisted fields. Header fields may include subfields and are grouped as one data point; each line item is counted as one. |
| Top 5 Assistance Reasons | Top fields marked by the AI agent for assistance - with percentage of all support reasons. |
Document Processing splits the documents into Automated, Assisted, Discarded and Deleted. A completed document counts as assisted as soon as a user has worked on it in assistance, otherwise as automated. Total documents processed counts the completed documents without discarded and deleted ones.
How Workist calculates the times
- Assistance time: Workist measures how long users actively have a document that waits for assistance open in assistance, and adds up these times per document. The Assistance time per document metric shows the median across all assisted documents, not the average, so individual outliers do not distort the value.
- Without Workist: Time per document before Workist × number of processed documents. You set the value per channel, see Channel configuration — General; the default is 270 seconds. With several channels, Workist uses the average of the channels.
- With Workist: assistance time per document × number of assisted documents. Automatically processed documents count with zero seconds.
- Total time saved: without Workist minus with Workist, at least zero. Time saved per finished document divides the total time saved by the number of processed documents.
Workist keeps assistance times for 12 months. For older periods, the time metrics show N/A.
Top 5 assistance reasons
The list shows the five most frequent reasons why documents needed assistance in the period, each with the affected field or check and its share of all reasons. A document can have several reasons. Click a reason and Workist shows up to five affected documents with a link.
| Reason in the list | Meaning |
|---|---|
| Unconfident field field | The field's confidence is below the threshold. |
| Invalid field field | A required field is empty or its value is invalid. |
| Validation check check failed | A validation check failed. |
| field deviates from the order | The value deviates from the matched order. |
| No line items | Workist found no line items. |
Which checks exist and how to reduce assistance reasons is described under Validation checks.
Inbox tab
The Inbox tab evaluates emails in mailboxes with Smart Inbox and compares them with the previous period of the same length.
| Metric | What it shows |
|---|---|
| Email Distribution | Compares email volume in Smart Inbox enabled mailboxes vs. all other mailboxes. |
| Total Inbox Volume | The total number of all incoming emails across all mailboxes. |
| Smart Inbox Share | The percentage of your total email volume that was received in mailboxes with Smart Inbox active. |
| Automation End-to-End | The percentage of Smart Inbox emails that were processed and routed end-to-end without any manual user action. |
| Recognition Rate | The percentage of Smart Inbox emails that were correctly classified and kept for processing, rather than being discarded or deleted by the user. |
| Manual Forwarding | The percentage of emails that Smart Inbox missed or misclassified, requiring the user to forward them manually. |
| Email Categories | Shows the share of each email category across all emails. |
| Top N Email Categories | The N most common email categories ranked by share of total volume, with growth trends. |
Exporting to Excel
Export to Excel downloads the figures of the active tab with the selected filters as an Excel file. Times are in seconds.
| Export | Sheet | Columns |
|---|---|---|
| Workbench tab | Assistance Times | Time, MedianAssistanceTime (seconds), AssistedDocuments |
| Workbench tab | Extraction Rate | Time, ExtractionRate |
| Workbench tab | Top Assistance Reasons | Reason, FieldName, Percentage |
| Workbench tab | Metrics | Metric, Value |
| Workbench tab | Daily Metrics | Time, Metric, Value |
| Inbox tab | Smart Inbox Share | Date, SmartInboxCount, NonSmartInboxCount |
| Inbox tab | Performance Metrics | Metric, Total Documents, Rate (%) |
| Inbox tab | Email Categories | Date, Category, Count |
Asking Worki
If you use Worki, you can also ask Worki about your analytics, e.g. how automation has developed in a channel.