TABLE DESCRIPTION

Email Topics A table containing the Date, Sender and Subject of every email found and the Phrase searched for.

NOTE

TheTop Keywords for Organizationtable displays information from archive stores that span the requested time period partly or in full. TheEmail Topicstable displays information from emails received during the selected time period only.

5.7.17 Email Performance Indicators report

The Email Performance Indicators report classifies users' productivity according to a set of predefined performance indicators, comparing user's email usage trends across a period of time. Results are relevant when the report is run on a group of people with the same job description since such people should have similar email usage trends.

Performance calculations are based on emails sent and received. Results are displayed according to the following indicators:

OPTION DESCRIPTION

Sociable A friendly person, willing to talk and engage in activities with other people. Takes Initiative Has the ability to assess and initiate things independently.

Expressive A person able to effectively convey thoughts or feelings.

Organized Systematic approach, likes order and can deal with assigned tasks efficiently. Responsible Carries out obligation to do something as part of a job or role.

Specific emails can be excluded from the report, to eliminate irrelevant emails such as newsletters or automatic notifications.

Screenshot 53: MailInsights®_{Email Performance Indicators report} Filter the report using the following criteria:

OPTION DESCRIPTION

Scope Specify date range or use default setting. Select from Last 6 Months or Last 12 Months. Report

for

Select Active Directory®user or group. Excluded

Emails

Enter email addresses you want to exclude from the report. For example, you can exclude news- letters and automatic system notifications. For example*@newsletters.com.

Weight Weights represent user categories that typically define users within a specific role. For example, a salesperson is expected to send more emails than he receives, while an account manager receives more emails than he sends. Select from the following options:

Normal- a Normal user sends and receives an equal amount of emails.

Heavy Sender- a user who in his role is expected to send more emails than he receives. Receiver- a user who typically receives more emails than he sends.

The generated report displays a bar chart with color coded data. Information for the selected

mailbox (belonging to a user or group) is interpreted in two tables below the chart. The tables consist of the following information:

TABLE DESCRIPTION

Factors Lists a score for each performance indicator per month (or per user if the report is generated for a group).

Statistics Col- lected

Email totals are listed either per user (if the report is generated for a group) or per month. Email Address (User) / Month

Total Sent Total Received Total Replies Sent

Total emails to Multiple Recipients Received Total emails to Multiple Recipients Sent Attachments Sent

Attachments Received

5.7.18 Large Emails report

The Large Email report identifies emails greater than a specified size exchanged between selected users or groups and their contacts. It also lists the attachment categories (for example video, images, music, documents and others).

Screenshot 54: MailInsights®Large Emails

Filter the report using the following criteria:

OPTION DESCRIPTION

Scope Specify date range or use default setting. You can only select dates in the last 6 months. Report

for

Select Active Directory®user or group.

Size Define the total email size in MB (message and attachments). Emails greater than the specified size are displayed in the report. The minimum size is 5 MB and is set by default.

The generated report displays the mailbox for the selected user or group at the top of the report. A report summary displays the top 5 users and the total size of emails sent for the specified period. Two charts display a graphical representation of the size of the emails being sent in percentages, one for the top users and the other for attachment categories. For example, if user A sends 5 emails of 5 MB each (total 25 MB) and user B sends 4 emails of 10 MB each (total 40 MB), user B will have more %age in the chart.

Data is broken down in a table underneath the chart as follows:

TABLE DESCRIPTION

Date Displays the sent date and time of the email. Sender Sender email address.

TABLE DESCRIPTION

Number of Recipients Total number of recipients who received email from the sender during the specified time period.

Attachment Category The file categories of email attachments (for example video, images, music, documents and others).

Size Total size of email including attachments.

5.8 Changing user preferences

1. Click the user name displayed on the upper right hand corner of the screen. 2. From theLanguage optionsdrop down box, select the language to display.

3. From theMaximum page sizearea, configure the number of emails to display per page.

4. From theAudit Reports Date/Time Formatarea (available only if logged in as an administrator), change the date/time format to display on audit reports.

5. In theSet your time zonearea use the drop down list to set the correct time zone. The date and time of emails within GFI Archiver will be displayed according to this setting.