Managing Data Exports

You can access the Exports page of the Coveo Cloud administration console to export usage analytics data such as clicks, groups, keywords, searches, and custom events.

The data is exported to a set of CSV files that can easily be imported in a third-party tool such as Microsoft Excel to perform advanced analysis or visualization.

The usage analytics data that you can export can be limited by your permissions (see Managing Permission Filters).

Access the “Data Exports” Page

  1. If not already done, log in to your Coveo Cloud organization with an account member of a group with the appropriate privileges (see Required Privileges).

  2. In the navigation bar on the left, under Analytics, select Data Exports.

Filter Data Exports by Status

  1. If not already done, log in to your Coveo Cloud organization with an account member of a group with the appropriate privileges (see Required Privileges).

  2. In the navigation bar on the left, under Analytics, select Data Exports.

  3. In the Data Exports page, in the Action bar, click the drop-down menu, which is set to All by default, and then select one of the following values: Completed, Failed, Pending.

To further filter your Data Exports, you may search them by date, filter, author, and size (see Search Data Exports).

Search Data Exports

  1. If not already done, log in to your Coveo Cloud organization with an account member of a group with the appropriate privileges (see Required Privileges).

  2. In the navigation bar on the left, under Analytics, select Data Exports.

  3. In the Data Exports page, in the right section of the Action bar, type keywords in the Filter box. You can search exports by date, filter, author, and size.

To further filter your Data Exports, you may also filter them by status (see Filter Data Exports by Status).

Add an Export or Recreate an Existing Export

  • Exports data shows timestamps in GMT.

  • If you plan to create the same export on multiple occasions, you should create a schedule for exports instead (see Add a Schedule for Exports).

  1. Access the Data Exports page (see Access the Data Exports Page).

  2. In the Data Exports page, click Add, and then select Export.

    If the Add button is grayed and unresponsive, you do not have all required privileges to perform this action (see Required Privileges).

    OR

    Select the row of an existing export you want to use as a starting point, and then in the Actions bar, click Re-export

    The Re-export option is clickable when the export Status is Completed and/or when your Coveo Cloud organization export limit is not exceeded (see Maximum number of analytics data exports).

  3. In the Add a Data Export or Recreate an Export dialog that appears:

    1. Click the box containing the actual date range to access the Report Period dialog, and then select the date range you want to review (see Setting the Period to Review Search Usage Data).

      You can select a period that is incomplete (e.g., the current month), in which case your date range selection will always include the latest available events until the period ends (e.g., the first day of the following month).

      You are reviewing data per Month and want to see how statistics are trending for the first two weeks of the current month, so you click the right arrow icon (Icon-RightArrowb).

    2. Access the dialog to add global dimension filters by clicking the filter addition icon (ac8-addfilters), and then create one or more dimension filters to scope the exported data (see Adding Global Dimension Filters).

      You want to export every events (searches, clicks, custom, keywords, groups) that happened in Canada that are not Page Views (logged each time a visitor views a page on your website) so you add the following filters:

      Country is Canada

      Custom Event Value is not PageView

    3. Under Content to export, choose the type of usage analytics data to export by selecting one or more of the following check boxes:

      • [n] Searches

      • [n] Clicks

      • [n] Custom events

      • [n] Groups

      • [n] Keywords.

      where [n] represents the number of each event to be exported for the selected report period and applied filters.

      When all options are selected, only one CSV file is generated. Otherwise, one CSV file per selected option is contained in the export file.

    4. Select the Use dimension display name check box, when you want the export to show the same dimension names as they appear in usage analytics reports.

      Origin 1 (Page/Hub)

      By default, exports show the dimension API names.

      originLevel1

    5. In the right section of the panel, expand the Filter Dimensions to Export section.

    6. In the Filter Dimensions to Export section, ensure the checkbox of all relevant dimensions for your use case are selected.

      • You can use the Filter box or the All (n) drop-down menu to quickly find the dimensions you are looking for (see Filter Data Exports by Status and Search Data Exports).

      • By default, all dimensions are selected.

      • Not all dimensions support to be exported.

      • In each CSV file contained in the export, each selected dimension appears in a single column.

    7. Click Add Export.

      The export appears in the Exports tab table.

      When you create an export starting from an existing one, a new export is generated, meaning the original export is still available.

Download an Export

You cannot download a failed export.

  1. Access the Data Exports page (see Access the Data Exports Page).

  2. In the Data Exports page, in the Exports tab, in the list of exports, select the line of the export you want to review, and then in the Actions bar, click Download to download the ZIP file on your computer.

    OR

    Double-click the row of the desired export.

    By default, the exported analytics database contains five tables (see What Is the Database Schema of the Different Tables That I See When Doing an Export?).

Delete an Export

  1. Access the Data Exports page (see Access the Data Exports Page).

  2. In the Data Exports page, in the Exports tab, select the line of an export, and then in the Actions bar, click Delete.

  3. In the confirmation prompt that appears, click Yes.

Add a Schedule for Exports

  • Exports data shows timestamps in GMT.

  • A maximum of three exports are kept per schedule. You have to delete an export created related to the schedule for a new scheduled export to be created.

  • You Coveo Cloud organization is limited on the number of exports. When you see the following Status: “The export limit is exceeded for your account.”, delete existing exports or contact Coveo Support to upgrade your limit.

  1. Access the Data Exports page (see Access the Data Exports Page).

  2. In the Data Exports page, click the Schedules tab.

  3. In the Schedules tab, click Add, and then select Schedule.

    If the Add button is grayed and unresponsive, you do not have all required privileges to perform this action (see Required Privileges).

    OR

    Select the row of an existing schedule you want to use as a starting point, and then in the Actions bar, click More, and then select Edit.

  4. In the Add a Schedule or Edit a Schedule dialog that appears:

    1. Under Recurrence, select the rate at which exports are created between the following values: Daily, Weekly, or Monthly.

      Exports are added at the end of the period referred by the selected recurrence.

      When you select Daily, exports are added after midnight of each day.

    2. Access the dialog to add global dimension filters by clicking the filter addition icon (ac8-addfilters), and then create one or more dimension filters to scope the exported data (see Adding Global Dimension Filters).

      You want to export every events (searches, clicks, custom, keywords, groups) that happened in Canada that are not Page Views (logged each time a visitor views a page on your website) so you add the following filters:

      Country is Canada

      Custom Event Value is not PageView

    3. Under Content to export, choose the type of usage analytics data to export by selecting one or more of the following check boxes:

      • [n] Searches

      • [n] Clicks

      • [n] Custom events

      • [n] Groups

      • [n] Keywords.

      where [n] represents the number of each event to be exported for the selected report period and applied filters.

      When all options are selected, only one CSV file is generated. Otherwise, one CSV file per selected option is contained in the export file.

    4. Select the Use dimension display name check box, when you want the export to show the same dimension names as they appear in usage analytics reports.

      Origin 1 (Page/Hub)

      By default, exports show the dimension API names.

      originLevel1

    5. In the right section of the panel, expand the Email notification section.

    6. In the Email notification section:

      1. Select the Notify when data export ready checkbox when you want to be notified or notify colleagues each time an export is created.

      2. Click the Users to notify box, and then:

        • Select one or more emails of Coveo Cloud organization members.

          OR

        • Start writing and then select suggested emails as you type.

          OR

        • Enter one or more emails.

          Press Enter to add emails.

    7. Expand the Filter Dimensions to Export section.

    8. In the Filter Dimensions to Export section, ensure the checkbox of all relevant dimensions for your use case are selected.

      • You can use the Filter box or the All (n) drop-down menu to quickly find the dimensions you are looking for (see Filter Data Exports by Status and Search Data Exports).

      • By default, all dimensions are selected.

      • Not all dimensions support to be exported.

      • In each CSV file contained in the export, each selected dimension appears in a single column.

    9. Click Add Schedule or Save.

Search Export Schedules

  1. If not already done, log in to your Coveo Cloud organization with an account member of a group with the appropriate privileges (see Required Privileges).

  2. In the navigation bar on the left, under Analytics, select Data Exports.

  3. In the Data Exports page, click the Schedules tab.

  4. In the right section of the Action bar, type keywords in the Filter box. You can search schedules by recurrence, filter, status, and author.

Review Exports Created by a Schedule

  1. Access the Data Exports page (see Access the Data Exports Page).

  2. In the Data Exports page, click the Schedules tab.

  3. In the Schedules tab, select the row of a schedule, and then in the Actions bar, click View exports.

    OR

    Double-click the row of the desired export.

  4. In the View Exports From Schedule panel, you can perform the same actions as in the Exports tab, such as downloading and deleting exports.

Download the Last Export Created by a Schedule

  1. Access the Data Exports page (see Access the Data Exports Page).

  2. In the Data Exports page, click the Schedules tab.

  3. In the Schedules tab, select the row of a schedule, and then in the Actions bar, click Download last export.

Delete a Schedule

  1. Access the Data Exports page (see Access the Data Exports Page).

  2. In the Data Exports page, click the Schedules tab.

  3. In the Schedules tab, select the line of the schedule you want to remove.

  4. In the Actions bar, click More, and then select Delete.

  5. In the confirmation prompt that appears, click Yes.

Review Data Export Management Activities

The Activity panel list presents the data export management activities in the reverse chronological order. Each row represents one activity, indicating when it occurred, the display name of the affected export, what was done (created, updated, deleted), and by who or what (user, schedule).

You can review the creation, change, and deletion history of your data exports. To do so, in the Data Exports page, click the Activity icon (ac8-icon-clock) (see Access the Data Exports Page and Activity - Panel).

If the Activity icon is grayed and unresponsive, you do not have all required privileges to perform this action (see Required Privileges).

Required Privileges

The following table indicates the required privileges to view and edit the elements of the Data Exports page and associated panels.

Action Service - Privilege Required access level
View data exports

Analytics - Analytics data

Analytics - Dimensions

Analytics - Data exports

Analytics - Named filters

Analytics - Permission filters

Organization - Organization

View
Manage data exports

Analytics - Dimensions

Analytics - Named filters

Analytics - Permission filters

Organization - Groups

Organization - Organization

View

Analytics - Analytics data

Analytics - Data exports

Edit