WebTrends Email Stats Reports How To Setup

I love that WebTrends is a good solid web analytics reporting solution, but I really find the setup process for just about anything with this system to be very confusing and lengthy. I’m sure there is a reason for this (could be data integrity processes or cost savings) but I really just need a step by step list when I need to get something done quickly and someone to tell me where these oddball parts of the process exist. Therefore I’m writing a list to explain this process so I have it written down and other people can find this info too.

(technical note I’m using webtrends software 8.1, not the webtrends hosted solution)

Today the task at hand is setting up automated reports of webtrends data to be sent monthly by email. The duration of the data collected and the frequency of the reporting schedule are both flexible, it can be daily, weekly, monthly, quarterly or yearly.

The first step is to go to the administration menu from your login. There go to Report Designer and Templates. You can select one of their templates, I needed to create a new one.

Then name your template. Go to next, select the content by adding (and naming) a new chapter, then adding content to that chapter from the add report link on the menu above. Select the “built in report” list from the drop down to get the standard metrics available in webtrends. Check the boxes of the metrics you want included, I would say 4-8 per report is enough before you have too much data for someone to really use. You can make changes to the layout, although I was not looking for that level of detail now.

Click next at the bottom of the page. Then you have some configuration settings, like for wrapping text lines on long urls (ok) and how many rows of data in the reports (20-50 max for readability, top 5 is good).

Click next again and give profiles access to this report. I noticed mine are already given universal access and grey-ed out so nothing much to do with this screen. Then click save.

Next you then go back to the profiles list (admin menu and web analysis and reports & profiles) and edit the profile you want to get this report to add the report to the profile. This is one of those steps I think is redundant and should be automated or brought into the setup process before this because its confusing. You wave over the profile in the list (don’t click it) and get a menu with “actions” and edit is one of them.

From there go to reports in the top menu and on the drop down go to report templates. Click the box by your report to select it, ignore the second checkbox that is labeled default because it will change the default reporting style in the profile to this new report, and that isn’t the intention here.

Then go back to the admin menu a third time and to the scheduler menu (bottom) and then schedule jobs and click the button for a new job. This is the email setup part. Under job type select scheduled report and follow through the pieces of menu from left to right as you fill out each section. First select your profile you want reported on, next give the report a name and assign it to a user (yourself). (note this is also how to disable the emails with the check box below, no idea why this is hidden here). Report type: general report. Output type can me a database, pdf, excel/csv or pdf. I chose pdf because it looks professional and we don’t have to install Microsoft office/word on the server in order to export it. Its the only option that does not require that except the database. Number of data rows to report is up to you, I usually do top 20.

Next add the report destinations, this is where you need the email info. Add your email as the from, add theirs as the to address. Also, cc yourself on these reports so you get them too. Add the SMTP server address (if you don’t have the SMTP address it will hold up all of your other scheduled jobs, so don’t set this up without it.) So, the software knows where to connect to send it from. (contact IT about this if you don’t have it) You can also FTP it if you like your data that way, or save to a folder on the server. (not as exec friendly though) 

Under templates, complete view is ok. Under reports, here you select the reports you want to include. These are a duplicate of the ones you selected above, maybe redundant but this is literally the process we took on the phone with the WebTrends helpdesk people. Report type: standard again, date range: its up to you. Scheduling is next on the menu, you can’t run it on the 1st of the month because data may not have compiled yet in all time zones so the 2nd of the month is the first you can run a monthly report with the most recent previous month’s data. Ditto lag time for dailies, weeklies etc. Run once or run weekly/monthly/daily, as you choose.

The host binding section he literally told me to ignore. So I have no idea what that means. Then you get a summary page at the end and click save.

You just wait now and see if everything gets delivered correctly. It is good that the report is only generated once per month on the date you specify as a job that processes, so it can run data in the past (vs only from the point you created the report, forward like custom reports do because they create their own database table) and it won’t clog up your processing queue with a lot of memory/processing because it’s just once.

I wish there were short concise directions for setting up webtrends email reports like this on the web already but I realize that nothing is easy or self explanatory with database systems or webtrends. It’s just part of the territory until next generation tools come around, and no I don’t mean Google Analytics (which is almost as confusing now to beginners). Someday this has to get simpler in process so more people can use it.

Top 5 Web Analytics Metrics

chicago analytics consultant naperville ILI’ve been working with (Google/WebTrends/Omniture) Analytics data for 4 years now and the requests for Analytics data usually come in 2 styles.

1. The super basic: just tell me my site is still running, whatever everyone else looks at.

2. The super detailed auditors: tell me each of 180 customer segment’s data sliced and diced 10 ways and the month to month change, YOY change and a dozen other things the software doesn’t calculate for you. This could take months to implement and most of the time they have lost interest in it by the time you get it working properly.

I get frustrated with both. The super simple manager needs to look at more than just visits from month to month. The uber detailed guy needs to hire a developer to implement all that and not make changes each month to how they want data tracked and processed because all the time is spent on implementation and none on analysis and most of the time nobody even looks at all the 180 segments of reports.

They also need to realize that all the systems take the data and summarize it or cut off tracking at a max number of log files, web pages or analysis processes to maintain the integrity and size of the database tables. Try and do a full audit of every page view and click and you will crash WebTrends and re-processing it can take months. Google Analytics doesn’t even give you options to do more than what they summarize. Omniture really tries, but its a slow slow process.

Instead I am supporting the idea that web analytics data is really about trends and not audits. These numbers will never match your server logs perfectly nor your clicks from campaigns and that is OK. I also have listed here 5 metrics to look at and why they are important for your online site. One caveat is that I do not work for an e-commerce website so that has not been our focus. The focus is on conversion to application for recruitment purposes for companies. 

1. Visits - yes month over month traffic is important. What is more important is to look at the difference in traffic and drill down into what gained or lost traffic in the way of pages/content on the site and what sources changed in their contribution of the total traffic. This is actionable where as just visits aren’t. Also check back with the costs for each of these budget areas and compare the cost per visit provided by each.

2. Referrers - in a nutshell you should know how much traffic is coming from search, direct and your advertising/marketing plans online and offline. Within those groups you can drill down further but the direct category is always problematic because many analytics packages track page pop-up forms as new visits as well as returning to the site after a conversion process. Also remember that a session is usually 30 min, after that its reset as new.

3. Implementation - no this isn’t a metric but it is a focus you should have on a monthly basis to make sure new sites, pages get tracking added, new campaigns get tracked and that you keep researching new technology developments with your analytics package that may change everything. Having a good web developer along that has access to the servers and can make these changes is key if you’re not a developer (and no developers don’t make good analysts, a best case scenario is a dynamic duo where they are paired up and both work on projects together and learn from eachother) and the helpdesk type services available through Google are non-existent so good luck there interpreting the overly simplified online tutorials that don’t match what your clients want or answer your client’s specific needs/questions. WebTrends and Omniture are slightly better with web support but they expect you to pay a lot for it. A good independent consultant may be the fastest most reliable way to go here.

4. What people search for on your site. This can be tricky to implement but if you get this data it can be very telling. if people can’t find something on your site and search for it, you get a window into what they were thinking. this may tell you that the content you have isn’t what they want or that it isn’t as navigable as you thought. New product ideas also come from this data.

5. Where people exit from your site. This is classic application drop off analysis within any online linear process. But guess what? People don’t always think linear-ly. Expect some of this data to drop off in chunks but a small amount to drop off at all points for unknown reasons.  Its more actionable to focus on the large chunks and look at each page and the click maps for them but sometimes only so much optimization is possible here without doing real life usability testing with 5-10 people.

I’m sure there are more things that people can look into with geographic data and time on site but sometimes I think those are less actionable because you have little control over where your ads run because geo-targeting doesn’t always work well (excluding more than it includes) and time on site can be good or bad at short and long times. The content/pages that are popular on your site are also important but this is one of those custom setups that each division will need tracking by their geo-location and they never admit that so much traffic cross pollinated from each other’s campaigns. You have to read into the specific needs of your client to see if these apply and how to evaluate them without over complicating the reports. I really believe you should look at 5 key metrics or less in a report, more than that is not actionable and is distracting from your purpose/process of improvement. 

There is also a difference between researching a question/metric once, and doing it monthly when it never changes. I don’t believe its a good use of time to report on time on site if its been consistent month over month for the last 2 years. Check in once a year and leave the other data to be reported monthly, save the analyst’s energy for the new questions that need answering and trust your site.

What else do you think is applicable? Any feedback?

Bounce Rates on Google Analytics

google analytics bounce rate pages exits ratesI was just discussing what Bounce Rates were in Google Analytics and thought this could be a potentially confusing term and would be helpful to blog about. I also work with WebTrends .

We have a client that has a site with us that had a high bounce rate and a high exit rate. (50% for some pages) Anything above 20% would be something worth looking into in my opinion, but the differences change depending on the site, product, sales process and design so everyone has their owne level of normal as a benchmark and you try and improve from there.

They wondered if this Bounce Rate was an issue, as many clients would.

The thing is, it may not be an issue to have a high Bounce Rate because if people land on a product description page and then click to buy (or in our case, apply) is this really bad?

Well the qualifier for a Bounce Rate is that they viewed that one page and left. This does not include someone clicking on a link on the page to buy/apply. That would be an exit. They would not have viewed any other page on the site or interacted (clicked) anything else either. This bounce would be from hitting the back button or clicking the x button on the browser.

Exits from the site are considered people who have viewed more than one page and finished their visit. They may click to apply/buy or they may x-out of the window or they may reload the home page. (just a few of many examples) One tricky thing is when someone gets a site that launches a new window for a page you click on. That is typically an exit and new site visit. 

So, is this good or bad? For this client I think it is ok, because they are very stringent about who they are looking to hire and when people see the extensive requirements I am pretty sure most people would realize whether they had a shot at the job or not very quickly and either click forwards in the path to apply (on an Applicant Tracking System application site, (don’t ask, too many sites linked with too many processes)) or back out. It is very straight forward and very few other options are on the page.

How do you reduce bounce rates?

I never hear people talk about strategies to get more qualified traffic to these pages, I just hear about providing more info on the page to help them convert. That is a great strategy and if you can link exact search terms to the appropriate products/jobs with a page designed for one clear desired action then you are doing well. If you can suggest other related alternatives on the same page, maybe on the right sidebar, you are doing even better. If you have an email sign-up that says, not what you are looking for? Sign up here and we’ll email you when new ones come up. Great. But if you have a lot of traffic bouncing even then, you may want to look at the source. What words are your pages optimized for and why do those keywords not match what you’re providing or asking people to do? Maybe search is also not the right medium to find people based on the Google Insights search volume for that term and you are getting similar searches/clicks but not for what you offer. Maybe reel in the search efforts and go for more qualified means of finding these specific people like email, targeted display ads (by content/interest, behavior or location) or offline communication. (gasp!)

Remember Google Analytics (or any analytics package) is not just about a bunch of numbers and bunk. If you can’t figure out what the human behavior is behind the numbers or what the actual user/customer wants they don’t mean much of anything except that your site is up and running.