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Report on File Search Activity
Use a report to determine the top 300 search term queries for file searches and to identify which content is missing or needs to be renamed based on users’ search terms and the click-rank.
Required Editions
Available in: both Salesforce Classic and Lightning Experience Salesforce Files available in: All Editions, except Customer Portals |
| User Permissions Needed | |
|---|---|
| To create or update custom report types: | “Manage Custom Report Types” |
| To create a public reports folder: | “Manage Public Reports” |
| To run the File Search Activity report: | “Run Reports” AND “View All Data” OR “Content Administrator”. Users with “Manage Library” for the library don’t need the “View All Data” or “Content Administrator” permissions to run the report. |
Limitations and Considerations
- Reports generate within 72 hours.
- Based on relevancy, your report only shows up to 300 results daily and up to the past 30
days of the current month. See How Search Results are
Ordered.
- After a new month, past daily data aggregates to the top 300 results per month for the current year. After a new year, past monthly data aggregates to the top 300 results per year.
Custom report types are the only way to make reports about file search activity available for your users—Salesforce does not provide sample file search activity reports or a standard report folder.
Primary Object for File Search Activity Report
When you create a custom report type, select File Search Activity for the Primary Object.
Available File Search Activity Report Fields
The following table lists the available fields for File Search Activity reports.
| Field | Description |
|---|---|
| Average Click Rank | The order in which the file appeared in search results when users clicked it from the list of results. |
| Average Number of Results | The number of search results that were returned for the search term. If Duration is also included, this value is aggregated based on the time period specified. |
| Duration | The time period the search count is applied to. Possible values are Daily, Monthly, and Yearly. For example, a record where the Count is 70 and the Duration is Monthly indicates that 70 searches took place over the past month. Totals are aggregated daily for the current month, monthly from the past full month through the past full year, and yearly beyond that. |
| Language | The language filter that’s applied to the user’s search. |
| Number of Searches | The number of searches for the duration that’s shown (day, month, or year). |
| Number of Users | The number of individual users who clicked the file. |
| Search Date | The date of the search. |
| Search Terms | The first 100 characters of the search term that was used to search published files. |
