The dashboard will launch with the default settings. It has many choices, but the basic selection you need to make works like this:
Click on the Group Menu to bring a drop-down menu to determine for which group the dashboard's statistics will be applied for. The default choice is All Groups, meaning the data from all the groups will be combined for the statistical calculations.
The groups available for selection depend on filters (see below in section 3). Also only groups which actually have some useful data in them are shown for selection here. If a group has no calls (in the selected Time Frame) than it is not available to be selected.
There is an important distinction to note here:
By selecting All Groups (or more than one group) you will be comparing the number of calls per group, showing you which group is busier.
But by selecting a specific group you will comparing the number of calls per user for that group, showing you which user is busier.
2. Select Time Frame
Click here to display a drop-down menu to determine for what Time Frame the dashboard's statistics will be applied for. The predefined choices are Today,This Week, Last Week, This Month, and Last Month. Or you may input any time frame of your choice by selecting Custom. This will open a window prompting you to enter two date and time ranges. You also need to name this custom time frame and save it. It will be available under this name from the drop-down menu until you log out or refresh your web page.
3. Select Data and Charts
Now you will select what data values and charts will be displayed on the screen. Do so by clicking the triangle icon on the top right side of the screen to access the Filter & Settings menu.
The icon to the left of it, with the two arrows, is used to refresh the data. That is once some time passed and new calls have arrived, you will want to refresh the data relating to those calls.
The Filter & Settings menu has three submenus Filter by Groups, Set Data Values, and Charts to Display. This is how the later two relate to the information on screen:
Set Data Values
Here you set summery data to be displayed in the information bar as shown above. You check-mark data that you want to be included in the bar and uncheck data that you want to be removed from the bar.
Calls Group Handled - A count of all calls, answered or missed, for all selected groups in the selected time frame.
Missed by Group - A count of all missed calls for all selected groups in the selected time frame.
- Answered by User - A count of all the calls answered by users for all selected groups in the selected time frame.
Total Users - A count of the number of users that answered calls or missed calls for all selected groups in the selected time frame (if an agent phone didn't ring, even if he is a member of a relevant group, than he is not counted here.)
- Total Talk time - A count of the total duration of call talking time for all selected queues in the selected time frame.
Total Hold Time - A count of the total duration of call holding time for all selected groups in the selected time frame.
Data values can also be selected and applied to the charts. More on this later.
Charts to Display
Here you select what data charts will be displayed. Each chart has its own window. You check-mark charts that you want to be displayed and uncheck data that you want to be removed from the screen.
Column Chart by Group - Self explanatory. Column chart showing either calls, durations, or users for all selected groups in the selected time frame. Hover your mouse on any of the columns to display a text bubble with an exact figure for the relevant item. Here, for example, it shows the Technical Support department had twenty five calls.
Doughnut chart by queue - Self explanatory. Doughnut chart showing either calls, durations, or users for all selected groups in the selected time frame. Hover your mouse on any of the doughnut's section to display a text bubble with an exact figure for the relevant item. Here, for example, it shows that Beverly Mercado had one call.
Line chart by time - Line chart for all selected groups in the selected time frame showing the relation between either calls, durations, or users and points in time. Click on the green arrow icons on the left or right to scroll the window. Hover your mouse anywhere the line changes an angle or at the edge of the window to display a text bubble with an exact figure for that time point. There are four such points in the example shown here, marked by red circles. "6 users" are shown at the mouse point.
Column chart by time - Column chart for all selected groups in the selected time frame showing the relation between either calls, durations, or users and points in time. Click on the green arrow icons on the left or right to scroll the window. Hover your mouse on any column to display a text bubble with an exact figure for the relevant time point. Here, for example, on the 15th of the month the total talk time was "03:10:53" hours.
Related Call Logs - This is not a chart, but a list of calls for all selected groups in the selected time frame reflecting the selected data value. The log lists the Phone Number of the caller, the Group the call arrived at, the User that handled it, the Time it was received, the Hold Time for the call, the Talk Duration, the Time of the call, and a brief detail of how the call was ended (by an agent, abandoned when nobody answered it, by the caller himself etc.)
Click on the icon on the right side to expand the window to full screen or to shrink it back to normal size.
Unlike the chart windows, you cannot move the Related Call Log window or resize it in another manner. It will always appear in the bottom of the screen and occupy a full lengh of it.
Notice the small arrows next to each log category. These allow you to sort the list of calls shown. One click on any arrow pairs will select the category and sort in ascending order, another click will sort it by descending order. Click on another category to resort the list accordingly.
This means the list can only be sorted by one category at a time. Which category is currently selected for sorting? This is indicated by the category having only one arrow next to it, instead of a pair. In the example above this is the Time category, marked by a red circle.
Resizing and Moving Charts
Click on the Full Screen icon on the top right corner of a chart window to resize it to occupy a full screen. All other charts and data will be hidden. To return the window to regular screen, click again on the icon on the top right corner .
Click on the Full Width icon on the top left corner of a chart window to double it horizontally and occupy the full length of the screen. All other charts and data will shift to accommodate the extra width.
The icon on the top right corner has now changed to Regular Width . Click it to cut the window chart back to regular width.
Note that because full length mode includes more times, the perspective of the chart may look different. In the example above it seems we had a strong peak on the 5th of the month. But when expended to full length we see that compared to the peaks on the 14th and the 17th the data from the 5th (marked by red ellipse) was actually very low in magnitude.
To move a chart window, click anywhere inside it, hold the mouse button, and then start
dragging it around. The queue will become translucent. Move it over another chart window that you want to switch places
with. The chart window you will be switching places with will get red borders
to indicate it is selected. Let go of the mouse button and the windows will
Filter by Groups
Unlike the Group Menu where you can only select All Queues or one specific Queue, the Filter by Groups allows you to select multiple groups at once. Check and uncheck the groups you want to work with and click Filter. The groups you have checked will immediately be applied to all open charts.
Also only the checked groups will be available in the Groups Menu. This means that when you select All Groups, you are not really selecting all the existing groups in the ACD, but just those that you previously checked here.
4. Apply Data to Charts
The data values appearing in the information bar, in addition to providing information, also function as clickable buttons. When you click one of them, you choose what kind of data value will be applied to what all the chart windows display. The currently clicked value is brown in color and also indicated by a line, as marked by the red arrow above.
So if we have Total Users clicked we will get a chart window like this:
And if we click Total Talk Time we will get a chart window like this:
Again, as mentioned earlier, there is a very important distinction to note here.
If you have selected several Groups or All Queues, as in the above examples, the data in all the charts displayed will directly relate to the clicked data value. Simple enough. Total Users will display a breakdown of users per groups in all charts . Total Talk duration will display a breakdown of talk time per group in all charts etc.
But if only one group is selected, the chart windows may display additional breakdown relating to both the clicked data value and users involved.
In the example we see here, we have only the Sales Department groups selected and we have clicked a data value of Total Users. There are four users in the relevant time period. In the Doughnut Chart by Group you get a list of those four agents as well as the a breakdown of the calls each agent received or missed (total calls). The Line Chart by Hour also display the number of calls, rather than users. Since this information is not very useful, you will see that this chart is not displayed by default in such cases. You can choose to display it regardless from the Filter and Settings menu.