Update Your Drive and Docs Metrics

G Suite administrators can use 94 customer-level and 70 user-level metrics for greater visibility into file sharing both inside and outside the domain, as well as details on user adoption of Google Drive, Docs, Sheets, and Slides.

Summary of updates

In addition to adding metrics that cover more details about user sharing, we've added more metrics to cover additional behaviors:

  • Actor metrics—the person performing the action on a file.
  • Visibility metrics—useful for security reporting, and with an updated definition. Now, visibility metrics differentiate between someone sharing a file with an internal user or an external user. See Visibility definition below for details.
  • Adoption metrics—collaborators, consumers, creators, and sharers. See Adoption metrics below.
  • 1-, 7-, and 30-day active user metrics.
  • Delta metrics—simplifies the calculation of the resulting change in visibility when a file is shared or created, as well as the number of items owned in general. Examples:
    • A file that receives additional permission changes, but which remains internally shared, counts as 1 internally shared file but 0 towards the delta for internally shared files.
    • A file shared externally and changed to privately shared creates a -1 for the shared externally delta and +1 for the privately shared delta metric.

Owner and actor metrics

The family of metrics can be segmented into an actor perspective and an owner perspective.

Owner metric: files by owner with activity
num_owned_items_viewed
Viewed within same domain
Number of files owned by the user that were viewed by a user in the same domain as them.
Viewed by anyone internal or external to the domain
Number of files owned by the user in the domain that were viewed by anyone.
Actor metric: files acted upon by user
num_items_viewed
Owned within same domain
Number of files viewed by the user in the domain that were owned by someone in the same domain as them.
Owned outside or outside the domain
Number of files viewed by the user in the domain that were owned by someone inside or outside the domain as them.

Visibility definition

Previously, if a user shared a file to an individual, it would be identified as "Shared privately," regardless of whether or not the user was external or internal to the domain. Now, shared files are identified as "Shared internally" and "Shared externally." "Private" now only applies to files that are never shared.

Table: visibility definitions
Previous visibility metric Updated visibility metric
visibility_private: The owner and also users and groups specifically granted access. visibility_private: Only the owner.
<none> visibility_shared_internally: Only users/groups within the owner's domain.
visibility_people_at_domain_with_link: Any user within the domain with a direct link may access. visibility_anyone_in_domain_with_link: Anyone in the domain with the link can access.
visibility_people_at_domain: Any user within the domain may access. Users in the domain can also find the file using the domain search option in the Advanced Search menu, visibility_anyone_in_domain: Anyone in the domain may find and access. public_in_the_domain previously.
<none> shared_externally: Users/groups external to the owner's domain may access.
anyone_with_link: Anyone inside or outside the domain with a direct link may access. anyone_with_link: Anyone with the link may access. People_with_link previously.
public: May appear in search results and anyone who finds the web address of the file may access it. public: May appear in search results and anyone who finds the web address of the file may access it.

Order of visibility

Depending on the sharing settings, a file may have multiple applicable visibilities. For example, one file could have the following:

  • shared with users inside owner's domainshared_internally
  • shared with users outside owner's domainshared_externally
  • shared publicallypublic

When calculating the metrics, only the highest visibility is taken into consideration, so the file in this example would be considered to be public. The ordering of visibility is the order listed in the visibility definitions table above, going from lowest ("private") to highest ("public").

Adoption metrics

We've created convenient aggregated metrics based on your feedback. These help you understand adoption and engagement of Drive within your domain.

num_creators
Number of domain users who create files -- creators can be creating their own files. Includes uploading content but not other addition type events like UNTRASH and ownership transfer.
num_collaborators
Number of domain users editing and commenting/suggesting/marking to-dos on files, but only on files they do not own.
num_consumers
Number of domain users viewing files, again regardless of ownership -- consumers could view their own files and be counted. Does not include printing or previewing.
num_sharers
Number of domain users who increase item visibility. Relevant visibility events include: changing file visibility to a more public level, or adding more users/groups even if the visibility level stays the same or even decreases (such as changing from anyone in the domain to anyone in the domain with a link). Files acted upon are counted regardless of domain ownership of the file. Ownership transfers are also included.

Comparison of changes

Differences in metrics calculations exist in these changes, so review the notes as well as Key issues below for relevant details.

Changed metrics
Deprecated
num_shared_docs
Current
num_owned_items_delta - num_owned_items_with_visibility_private_delta

Number of items* within the user's account explicitly shared with users/groups, or items that are not private on the date of the report.

* text documents, drawings, forms, presentations, spreadsheets, and uploaded files

Deprecated
num_docs_shared_outside_domain (Deprecated May 2016; removed May 2017)
Current
num_owned_items_with_visibility_shared_externally_delta
Number of items within the user's domain account that are not public or visible to anyone with link, but shared explicitly either with users or groups outside the domain up to the date of the report.
Deprecated
num_docs_with_visibility_anyone_with_link
Current
num_owned_items_with_visibility_anyone_with_link_delta
Number of items in the organization's account for which visibility has changed to anyone having the link on the date of the report.
Deprecated
num_docs_with_visibility_people_at_domain
Current
num_owned_items_with_visibility_anyone_in_domain_delta
Number of items within the customer's account that can be viewed by anyone in the domain on the date of the report.
Deprecated
num_docs_with_visibility_people_at_domain_with_link
Current
num_owned_items_with_visibility_anyone_in_domain_with_link_delta
Number of items within the customer's account that can be viewed by anyone in the domain having the document link on the date of the report.

Same as above.

Deprecated
num_docs_with_visibility_private
Current
num_owned_items_with_visibility_private_delta + num_owned_items_with_visibility_shared_internally_delta + num_owned_items_with_visibility_shared_externally_delta
Number of items within the customer's account that are either explicitly shared with users/groups or are private on the date of the report.

Same as above. Additionally, note that the "private" definition is now separated into files that were changed to be private and files that were changed to be explicitly shared with individuals both internally and externally to the domain.

Deprecated
num_docs_with_visibility_public
Current
num_owned_items_with_visibility_public_delta
Number of items within the customer's account that can be viewed by anyone on the web on the date of the report.

Same as above

Deprecated
num_docs_externally_visible

(deprecated 5.2016; removed 5.2017)

 

Current
num_owned_items_with_visibility_public_delta + num_owned_items_with_visibility_anyone_with_link_delta + num_owned_items_with_visibility_shared_externally_delta
Number of items in the user's domain account visible to people outside the domain. The deprecated metric was the sum of num_docs_with_visibility_public, num_docs_with_visibility_anyone_with_link, and num_docs_shared_outside_domain.
Deprecated
num_docs_internally_visible

(deprecated 5.2016; removed 5.2017)

Current
num_owned_items_with_visibility_anyone_in_domain_delta + num_owned_items_with_visibility_anyone_in_domain_with_link_delta + num_owned_items_with_visibility_shared_internally_delta + num_owned_items_with_visibility_private_delta
Number of items in the user's account visible only to people inside the domain. Deprecated metric is the sum of num_docs_with_visibility_people_at_domain, num_docs_with_visibility_people_at_domain_with_link, and num_docs_visibility_private.
Deprecated
num_docs
Current
num_owned_items_delta
Number of items within the user's account that are not in Trash on the date of the report.
Deprecated
num_docs_edited
Current
num_owned_items_edited
Number of items within the user's account edited on the date of the report.
Deprecated
num_docs_viewed
Current
num_owned_items_viewed
Number of items within the user's account viewed on the date of the report.
Deprecated
num_drawings
Current
num_owned_google_drawings_delta
Number of the user's drawings in Google Drawings format not in Trash on the date of the report.
Deprecated
num_drawings_edited
Current
num_owned_google_drawings_edited
Number of the user's drawings in Google Drawings format edited on the date of the report.
Deprecated
num_drawings_viewed
Current
num_owned_google_drawings_viewed
Number of the user's drawings in Google Drawings format viewed on the date of the report.
Deprecated
num_forms
Current
num_owned_google_forms_delta
Number of forms within the user's account that are not in Trash on the date of the report.
Deprecated
num_forms_edited
Current
num_owned_google_forms_edited
Number of forms within the user's account edited on the date of the report.
Deprecated
num_forms_viewed
Current
num_owned_google_forms_viewed
Number of forms within the user's account viewed on the date of the report.
Deprecated
num_presentations
Current
num_owned_google_presentations_delta
Number of the user's presentations in Google Slides format that are not in Trash on the date of the report.
Deprecated
num_presentations_edited
Current
num_owned_google_presentations_edited
Number of the user's presentations in Google Slides format edited on the date of the report.
Deprecated
num_presentations_viewed
Current
num_owned_google_presentations_viewed
Number of user's presentations in Google Slides format viewed on the date of the report.
Deprecated
num_spreadsheets
Current
num_owned_google_spreadsheets_delta
Number of the user's spreadsheets in Google Spreadsheets format that are not in Trash on the date of the report.
Deprecated
num_spreadsheets_edited
Current
num_owned_google_spreadsheets_edited
Number of the user's spreadsheets in Google Spreadsheets format and edited on the date of the report.
Deprecated
num_spreadsheets_viewed
Current
num_owned_google_spreadsheets_edited
Number of the user's spreadsheets in Google Spreadsheets format viewed on the date of the report.
Deprecated
num_text_documents
Current
num_owned_google_documents_delta
Number of the user's text documents in Google Docs format that are not in Trash on the date of the report.
Deprecated
num_text_documents_edited
Current
num_owned_google_documents_edited
Number of the user's text documents in Google Docs format edited on the date of the report.
Deprecated
num_text_documents_viewed
Current
num_owned_google_documents_viewed
Number of the user's text documents in Google Docs format viewed on the date of the report.
Deprecated
num_1day_active_users

Remains the same.

Number of users who have used Google Docs on the day of the report.
Deprecated
num_uploaded_files
Current
num_owned_other_types_delta
Number of the user's uploaded files in non Google Docs format that are not in Trash on the date of the report.
Deprecated
num_uploaded_files_edited
Current
num_owned_other_types_edited
Number of the user's uploaded files in non Google Docs format edited on the date of the report.
Deprecated
num_uploaded_files_viewed
Current
num_owned_other_types_viewed
Number of the user's uploaded files in non Google Docs format viewed on the date of the report.

The following metrics have no migration path and will not be supported after April 2018. These older metrics tracked total number of files, while the new ones track the change in the total number of files for the reporting window.

Sunsetted metrics
num_docs_not_edited_for_Nmonths Number of Docs within the user's account not edited in last 90 days.
num_docs_not_viewed_for_Nmonths Number of Docs within the user's account not viewed in last 90 days.
last_interaction_time Time when the user last viewed or edited any Docs. The date is in the RFC 3339 format, for example 2010-10-28T10:26:35.000Z.

Key issues to keep in mind

  1. Aggregated stats for files owned in Team Drives are excluded, since they are owned by the domain, and not by individual users. Summary metrics for Team Drives will be available in future iterations.
  2. Metrics are calculated for every user in the domain, regardless of license.
  3. Some metrics calculations will yield different numbers:
    1. Views: the previous calculation of this metric differs from that for the current metrics. The current version matches the Drive audit logs for anything that counts as a view.
    2. Edits: the previous calculation of this metric differs from that for the current metrics. The current version matches the Drive audit logs for anything that counts as an edit.
    3. Active users: the previous calculation was affected only by what was considered a view or an edit (see above), while the current calculation takes into account all other activities on an item as well. As a result, the current metrics also count active users differently as well.
    4. External visibility: the previous calculation was incorrect. The current metrics count a file as being shared externally if the group that a file is shared with allows external users.

Send feedback about...

Reports API
Reports API