OpenKM Analytics: How to Monitor and Analyze a Document Repository

OpenKM Analytics: How to Monitor and Analyze a Document Repository

Written by OpenKM on 8 october 2026

To make good decisions about a document repository, you need to know what is happening inside it. How it is growing, which content is most active, how access behaves, whether there are pending indexing tasks, how workflows are evolving, or how artificial intelligence features are being used... All this data gives us much better insight into how the platform is actually operating.

What Is OpenKM Analytics and What Is It Used For?

For this reason, OpenKM has a new section (Analytics) where we can see the overall status, usage, and evolution of the system in one place. The new dashboard contains nearly 40 charts and tables related to repository growth, user activity, access, indexing, artificial intelligence, processes, and infrastructure, among other areas.

What Does Analytics Bring to Document Management?

The main new feature is precisely this broader perspective. The statistics are no longer focused on individual user actions; instead, they show us how OpenKM is being used as a whole: from the evolution of document volume to AI consumption and estimated cost, as well as workflow activity, the status of certain technical components, and more. This view allows different profiles (administrators, systems and security managers, process managers, or budget managers) to consult indicators related to their own needs and gain a more complete understanding of how OpenKM is operating.

How to Analyze the Growth of a Document Repository

One of the first questions Analytics can answer is simple in principle: how is our document repository growing? The dashboard lets you see how storage and the number of items (documents, emails, files, and folders) are evolving, the distribution by file type, and more. It also shows the average size of documents by format and which folders contain the most information. For an administrator, these indicators provide context. Knowing how much space the repository currently occupies is not the same as knowing how it will evolve and which formats or areas will account for that growth: a folder that accumulates a large amount of information or a particular file type whose volume is steadily increasing can become a signal worth analyzing. Analytics therefore adds another dimension to the repository: in addition to managing information, it makes it possible to understand how it evolves.

How to Measure the Usage and Activity of a Document Management System

User Activity Metrics

User activity remains part of the analysis, but it now appears as part of a broader picture. Analytics lets you see who contributes the most, downloads or deletes documents, and how long documents remain locked for editing, among other data. The aim is not to build a system for monitoring individuals, but to help understand what is actually being done with the platform: where is work concentrated, which users show the most activity, and which situations need to be reviewed?

Repository Access Control and Security

This information is complemented by security and access data. The dashboard lets you track trends in access attempts, with a focus on failed attempts, identify which users account for a higher number of login attempts, and see where accounts have remained unused for long periods. In this way, Analytics brings together information about document activity with data on how the system is accessed, giving administrators and security managers additional indicators about what is happening within the platform.

How to Monitor Document Indexing and Detect Errors

Finding information quickly is one of the main functions of a document repository. For this reason, Analytics also includes metrics on indexing queues and text extraction.

How to Monitor the Indexing Queue

From the dashboard, you can see how many documents/emails are pending indexing, how that queue changes over time, and which warnings occur most frequently during text extraction. These indicators are specifically intended for the technical teams that maintain OpenKM.

How to Detect Text Extraction Errors

If the indexing queue grows continuously or certain warnings start to recur, having this information makes it easier to identify situations that are worth reviewing before they affect the user's search experience. Analytics therefore turns processes that normally happen behind the scenes into visible information that is much easier to interpret.

How to Measure AI Usage and Cost in Document Management

AI Consumption Metrics in Document Processes

One of the most interesting parts of the new dashboard concerns artificial intelligence. OpenKM includes AI features applied to different document scenarios (data extraction, document chat, and automatic classification). Analytics now also shows statistics on how these capabilities are being used. The dashboard displays AI consumption day by day, by operation type and user, token consumption, estimated cost, and failed calls. This answers questions that are becoming increasingly important for organizations using artificial intelligence:

Monitoring Tokens, Costs, and Failed Calls

• Which features are being used?
• How is their consumption changing?
• Which operations account for the most usage?
• What estimated cost is that consumption generating?
• Are there failed calls? This makes a major difference.

Artificial intelligence within a platform is one part of the process; having data to understand how it is actually being used adds an additional layer of control and analysis. For technical teams, it provides visibility into how these operations are functioning; for budget managers, it provides information on consumption and estimated cost; and for the organization, it makes it possible to understand the role AI plays in the day-to-day use of OpenKM.

How to Analyze Workflows and Detect Bottlenecks

How to Identify Pending Tasks and Stalled Processes

But the analysis does not stop with documents. OpenKM also includes statistics on workflows and business processes: Analytics shows how many processes have been started, how many are running, and how many have been completed; pending tasks by process and person; tasks that have remained unresolved for too long; and processes that remain stalled.

How to Measure Process Execution Times

This is complemented by metrics on the average execution time of tasks and complete processes, together with activity information on those processes. This gives us a view similar to a process dashboard: are there bottlenecks? Are tasks taking too long? Are workloads unbalanced? For people who supervise workflows, Analytics therefore provides an overall view of how processes are operating in OpenKM.

How to Monitor the Capacity and Infrastructure of a Document Repository

The new tab also contains information about the infrastructure that supports OpenKM. These indicators include available memory and disk space, both at operating system and application level. This data is especially useful for systems and administration teams, as it keeps the status of certain technical resources visible and helps anticipate potential capacity needs.

Who Can Use OpenKM Analytics?

This diversity of indicators confirms one of the main points of Analytics: it is not designed for a single profile. Administrators can analyze growth and capacity; security managers can review access; department managers can assess content usage; technical teams can monitor indexing and infrastructure; those responsible for budgets can review AI consumption; and process managers can track workflow evolution.

How to Turn Repository Data into Better Decisions

Every action in a document repository provides information about how it is operating. Content growth, user activity, process behavior, indexing queues, and AI consumption are signals that, when analyzed together, provide a much more complete picture. Analytics collects these signals and turns them into metrics and statistics so that we can understand the status and evolution of OpenKM. Including specific AI indicators is also becoming increasingly important: as these technologies become part of more document operations, knowing how much they are used, how much they consume, their estimated cost, and any failed calls provides useful information from both a technical and organizational perspective. The result is a view that goes far beyond knowing which user performed a particular action. Analytics allows us to see how OpenKM is operating and being used as a platform (repository, users, search, processes, infrastructure, and artificial intelligence). Discover OpenKM Analytics.

Would you like to know how OpenKM Analytics can help you better understand the growth of your repository, the activity of your processes, and the use of artificial intelligence in your organization? Request an OpenKM demo and see for yourself how these new capabilities give you a more complete view of the status, usage, and evolution of your document platform.