Is there any reason why the total number of documents in a subscription (available from the admin panel in Usage Data) is different from real document number (retrieved from compliance=>discovery) assuming that I’ve choosen the last 3 years option in Date.
Regards.
Solved
Usage Data and inconsistent number of documents
+13Best answer by Michael B
Hello Michel,
This is an unfortunate reality at the moment. Essentially, different features have been written at different times for different purposes so we have ended up with a mish-mash of results. We recognize that effort needs to be taken to 1) align them 2) document the differences between them. I have been trying to find a actionable answer to this question that provides you with a recommendation of how to proceed. Unfortunately, there is not a simple answer. Until such time that we provide a single `source of truth` I can’t guarantee a deterministic route to everything.
+24- Lucid Legend Level 10
Hi
This difference is expected, and it happens because Admin Panel, Usage Data and Compliance Discovery might use different counting logic and data scopes is what i sense out of this article
Welcome to the Lucid admin panel – Lucid
It doesn’t itself explain the difference in how document counts are calculated — but it does establish that these two metrics come from different features.
Hope this helps - Happy to help further!!
Thank you very much and have a great one!
Warm regards
+13Ok thanks.
Even if counting logic is different, there must be a way to know why I cannot control the counting method to know how much documents I have in my subscription.
It’s very confusing.
+9
+13Just to alert you about that.
for an administator with all the roles.
Using Usage Data Total documents : 231
Using compliance discover with created “Last 3 years” : 525
Using compliance discover with created Last 3 years location “Deleted documents only” : 301
(remark: Total documents + deleted = 231 + 301 = 532)
Rest API “api.lucid.co/documents/search” : 613
Where is the truth?
Regards.
+8Hi
To circle back regarding what Huma mentioned, the usage data report shows users' activity. These counts represent actions a user actually did in documents (how many distinct documents have they viewed and edited, where they actually went in to our editor and did things for those documents), whereas the delicense modal shows current level of access (how many documents do they have an editor role for, viewer role, etc.). That means that a user could have editor access to a doc but never actually open it to edit. This is why the two numbers are often different.
Please let me know if this clarifies things! We’re happy to help.
+13Hi
That means that total documents is not giving the number of real documents and that we don’t be relying to that number for estimating the number of our documents.
+13Continuing my investigation there is a new number which is again different in the Backup LAF File so the list is:
Using Usage Data Total documents : 235
Using compliance discover with created “start of my subscription” : 531
Using compliance discover with created start of my subscription “Deleted documents only” : 302
(remark: Total documents + deleted = 231 + 301 = 532)
Rest API “api.lucid.co/documents/search” : 618
LAF Files (Backup of all (My documents+Shared with me+Team folders+Team hubs) : 148
Where is the truth?
Regards.
+13Sorry for the mistake about numbers the right numbers are:
Continuing my investigation there is a new number which is again different in the Backup LAF File so the list is:
Using Usage Data Total documents : 235
Using compliance discover with created “start of my subscription” : 829
Using compliance discover with created start of my subscription “Deleted documents only” : 599
(remark: Total documents + deleted = 829 -599 = 230)
Rest API “api.lucid.co/documents/search” : 320
LAF Files (Backup of all (My documents+Shared with me+Team folders+Team hubs) : 328
It seems that the major difference is that Rest API “api.lucid.co/documents/search” retrieve also document coming from another account and shared with me (100).
Same thing for the files in the LAF.
Regards.
+8
Could you please share a Technical Support PIN for your account? This will help me take a closer look at what’s going on. This PIN is safe to post in this thread because it is only accessible by members of the Lucid support staff. You can find steps for generating a Support PIN in this Help Center article.
Thank you for your help and patience!
+13Hi
Thank you for your help.
Here is my PIN : iuPSYRnt9VZwC1lcBSrmyJYtyhhQQWK5Br128780733
Regards
+8
Once again, I appreciate your help and patience!
+4Hello Michel,
This is an unfortunate reality at the moment. Essentially, different features have been written at different times for different purposes so we have ended up with a mish-mash of results. We recognize that effort needs to be taken to 1) align them 2) document the differences between them. I have been trying to find a actionable answer to this question that provides you with a recommendation of how to proceed. Unfortunately, there is not a simple answer. Until such time that we provide a single `source of truth` I can’t guarantee a deterministic route to everything.
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