iObeya Administration Guide

Accessing Platform Information

Introduction

This chapter presents the different tools that allow platform administrators to monitor the iObeya platform.

This information can be highly useful when you need to contact the iObeya Support team when you encounter an issue with iObeya.

As a platform administrator, you can:

  • Access and download application logs.
  • Access and download global system information.
  • Monitor the platform, by consulting the time used for different requests.
  • Access and download connection logs.

Accessing Administrative Logs

Required permissions

Platform (Can use) + Domain (Can use + Administrate).

Platform administrators can download the application logs from the administration interface (for support or maintenance purposes, for example). They are downloaded from the server into a ZIP file.

  1. On the left-hand side menu of the administration interface, select Download logs in the TOOLS section.

  2. Select OK.

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    A ZIP file is downloaded, containing the log files.

    app.log

    Logs the details (INFO, WARN, ERROR, FATAL).

    error.log

    Logs every error detail (ERROR, FATAL).

    struts.log

    Framework logs.

    UserAndGroup.log

    Logs all permission changes.

Here are the different detail levels you can find in logs:

FATAL
Used to log an error that can lead to a premature application shutdown.
ERROR
Used to log an error that does not prevent the application from running.
WARN
Used to log a warning. For example, it may refer to an inconsistency in the configuration. The application can continue to operate, but not necessarily as expected.
INFO
Used to log informational messages.
DEBUG
Used to generate messages that can be useful in debugging.

Accessing System Information

A page to help the support of the application now exists in the administration interface.

System information can be found in the TOOLS section.

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The page is divided in four sections:

System information
  • Application version
  • Operating system version
  • Time zone
  • Server
iObeya settings:
  • Application path
  • Application settings
Application information:
  • Number of domains, rooms, boards, users, groups
  • Database information
  • Storage information
Hibernate properties:
  • Cache parameter

Alternatively, you can download all this information into a CSV file format by clicking on Download all at the bottom of the page:

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Accessing Platform Analytics

Required permissions

Platform (Can use + Administrate)

  1. From the platform administration homepage, click TOOLS section in the left-hand side menu.
  2. Select Platform analytics.

This page allows the platform administrator to download room metrics and user connection logs (including guest users in public rooms), and generate statistics and metrics using the information it contains.

Once a report has been downloaded, open it in your favorite data visulization tool to further analyze information about unused rooms, the appropriation rate of the application, or any other information that can be mined from the data.

Astuce

You can use an external tool such as Excel or Power BI to manipulate and visualize your data.

Room metrics

This section allows you to retrieve detailed information about the rooms on your platform. You can download a ZIP file generated once a day.

You can retrieve room metrics only for cloud platforms.

To activate this feature, contact our Support team (support@iobeya.com).

The file contains a CSV report providing the following information.

Field Type Default value Description
admin_number integer   How many users have administrative rights in the room
admins_list stirng   List of email adresses (comma separated) for the users with administrative rights in the room
board_rate decimal   How much a room is used based on the number of boards (i.e. nb_boards / max_boards)
category string   Information entered in the category field when creating a room (e.g. Business Unit, Country, Location, Site)
closing_date date   Closing date of a room that has been archived or that will be archived in the future
creation_date date   Creation date of the room, room template or instant whiteboarding session
creator_email string   Email of the room creator to contact him
date_collect date   Creation date of the room metrics extract. Combine multiple extracts to compare data and identify trends.
description string   Information entered in the description field when creating a room
domain string   Identify to which domain a room belongs. Domain can be used to group room by entity, location, subsidiaries or any other organizationnal logic.
id string   Unique room id number that can be used for tracking purposes (e.g reference Room ID in an ITSM tool for instance, so that even if the room name changes over time, the ID remains the same)
instant_meeting_room_id string   Identify each instant meeting by a unique ID that is different from the room ID
is_archived boolean false Identify how many rooms are archived on the platform
is_deleted boolean 0 Identify deleted rooms that will be purged by the purge job which runs once a day
is_instant_meeting boolean 0 Identify rooms that have been created to host an instant whiteboarding session
is_model boolean false Identify room models on the platform
is_public boolean false Identify whether a room is public or not
last_board_modification_date date   Identify if a room is active or not based on the last modification date of a board in that room
last_connection date   Identify if a room is active or not based on the last connection date. This may be empty if the user that last visited the room has been deleted.
last_element_modification_date date   Identify if a room is active or not based on the last modification date of a board element in that room
max_boards integer   Max number of boards allowed in the room
max_users integer   Max number of users allowed to have « can_edit » permission in the room
modification_date date   Identify if a room is active or not based on the last modification. This date changes on various actions such as add a new board created or a parameter that has been changed by the room administrator.
name string   Room name
nb_ado_boards integer   Number of Azure DevOps boards in the room
nb_blank_backgrounds integer 0 Number of boards using a blank background
nb_blank_boards integer   Number of default whiteboards in the room
nb_boards integer   Number of boards on the wall
nb_connections integer   Total number of connections in the room. Users that have been deleted are not taken into account.
nb_custom_backgrounds integer 0 Number of boards using a custom images as a background
nb_custom_catalog_backgrounds integer 0 Number of boards using a custom template as a background
nb_dcm_boards integer   Number of micro-planification boards using DCM in the room
nb_guest integer   Number of users that are granted ONLY « can_use » permission to the room. Users from groups are ignored.
nb_jira_boards integer   Number of Jira boards in the room
nb_kankan_boards integer   Number of kanban boards in the room
nb_live_days integer   Number of days since the room has been created
nb_model_boards integer   Number of board templates available in the configuration of the room
nb_planning_boards integer   Number of planning boards in the room
nb_qcd_boards integer   Number of QCD boards in the room
nb_safe_program_boards integer   Number of SAFe® Program boards in the room
nb_safe_team_boards integer   Number of SAFe® Team boards in the room
nb_shared_boards integer   Number of boards on the wall that are shared from/to the room
nb_standard_catalog_backgrounds integer 0 Number of boards using a standard template as a background
nb_users integer   Number of users that are granted « can_edit » permission to the room. Users from groups are ignored.
nb_visitors_since_30_days integer   Total number of connections in the last 30days. Users that have been deleted are not taken into account.
room_type string   Allow to differenciate the different types of room. The possible values are: StandardRoom: rooms that have been created by a platform administrator, a domain administrator or by a end-user if the room creation self-service option has been activated. InstantMeetingRoom: rooms that have been created to host a Instant Whiteboarding session
url string   URL of the iObeya platform
users_list string   List of email adresses (comma separated) for the users with edition rights in the room
users_rate decimal   How much a room is used based on the number of users (i.e. nb_users / max_users)

Click Download today’s room metrics.

Astuce

The Room metrics export can be externalized and automated using iObeya’s API. See the developer guide for more information.

Room connections

This section allows you to retrieve information about the connections by room:

  • username,
  • first name,
  • last name,
  • email,
  • date and time of connection,
  • creation date of the room.
  1. Click Download connection history (csv).
  2. Select the delimiter of the CSV.
  3. Select the date format.
  4. Select the time format.
  5. Click Download.

Congratulations!

You now have all the basic knowledge to start administrating your iObeya platform.

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