Reuse Report (Insights)
This feature is currently in Beta and available to a limited group of customers. General availability for all Heretto customers will follow the conclusion of the Beta phase. Full rollout dates will be shared when available.
During the Beta phase, only users assigned the Administrator role can access and use Insights reports. Following full rollout, all users with authoring permissions (Author, Editor/Manager, and Administrator) will be able to use Insights.
The Reuse Report shows how much of your content is reused across topics, text, and media, and highlights the maps, topics, and variables driving that reuse.
The Reuse Report is a reporting capability that analyzes topic, text, and media reuse across a selected scope in Heretto CCMS: a branch, a folder, or a map. It provides summary metrics, ranked listings of your most-reused content, and side-by-side comparisons between deliverables, giving your team a structured way to see where reuse is working well and where it isn't.
The Reuse Report analyzes reuse in terms of delivery maps, top-level ditamaps that represent a deliverable, such as a user guide or a help center. A map qualifies as a delivery map only when you set it as one. Scoping the report to delivery maps ensures results reflect your actual publications rather than every map in your content set, including submaps meant only for reuse or organization. For more information, see Delivery Maps.
The Reuse Report is most valuable in these areas:
- Reuse visibility
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See at a glance how many topics, words, and media files are reused, versus used in only a single deliverable, and how much that reuse is saving you. In the report, this is shown in the Topic Reuse Savings, Text Reuse Savings, and Media Reuse summary tiles, and in more detail in the Topic Reuse and Text Reuse sections, which break down reuse savings, unique versus reused counts, and average reuse per topic.
- Deliverable overlap
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Compare delivery maps in pairs to see which deliverables share the most content, based on shared topics and shared word count. In the report, this is shown in the Publication Relationships section.
- Identifying reuse drivers
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Find the specific topics and reused content fragments responsible for the most reuse, so you know what to review carefully before making changes. In the report, this is shown in the Topic Reuse Drivers and Transclusion sections.
- Terminology governance
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Review how variables (keys) are used across your deliverables, as links, as text substitutions, or not at all, so you can spot unused or inconsistent definitions. In the report, this is shown in the Variables (Keys) section.
- Trend monitoring
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Track topic and text reuse percentages over time in the Reuse Trends Over Time chart, so you can see whether your reuse strategy is improving. The chart only appears once you schedule snapshots and a couple of snapshot cycles accumulate enough data to show a meaningful trend.
Reuse Report Operation and Guidelines
Before you start working with the Reuse Report, familiarize yourself with these facts and guidelines.
- Access
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During the Beta phase, this report is available only to users assigned the Administrator role. Following full rollout, Administrators will be able to grant access to users with authoring permissions (Author, Editor/Manager, and Administrator) through Permissions.
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- Scope
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The report is accessible from the Insights tab of the Resource Drawer for a branch, a folder, or a map.
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When you open the report for a branch or folder, the report analyzes the delivery maps within that scope. Delivery maps are the top-level maps that represent your deliverables, identified either automatically or by manually setting a map as one. For more information, see Delivery Maps.
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When you open the report for a single map, the report analyzes that map only.
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For scopes with a large number of delivery maps, only a limited number are analyzed in detail. The limit can be adjusted in Analysis Scope settings. The report indicates when this limit has been applied.
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- Snapshots and Trends
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You can schedule snapshots in the Reuse Report. A snapshot is a captured record of the reuse metrics for the report at the moment it's taken. Snapshots are essential to show reuse trends over time. You can set snapshots to be captured daily, weekly, monthly, or quarterly. By default, snapshots are turned off.
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Once you schedule snapshots, the setting persists until you change it, so there's no need to save the report as a new view to preserve it. For details, see Schedule Reuse Report Snapshots.
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Once a couple of snapshot cycles are captured, the report shows a new Reuse Trends Over Time chart. For example, if you set snapshots to be captured daily, the chart is available after a day or two. If snapshots are captured weekly, the chart is available after a week or two.
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The chart shows historical topic and text reuse percentages, and the number of delivery maps included in each snapshot, at the snapshot cadence you've set.
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When visible, the chart appears near the top of the report, below the Analysis Scope section. Its title reflects the selected cadence. For example, Reuse Trends Over Time (Daily).
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- Views
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You can customize the report and save your scope settings as a named view and switch between saved views from the View drop-down at the top of the report. Any customization that you set in report settings available under the
Settings button must be saved. Otherwise, they get reset to defaults once you leave the report.
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Views are shared across your organization, not private to individual users.
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Up to 50 shared views can be saved per report in the CCMS.
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View a Reuse Report
Until Insights (Beta) are fully rolled out only users assigned the Administrator role can access Insights reports.
You can view the Reuse Report for a branch, folder, or map.
- Go to a branch, folder, or map of your choice.
- For a map: In the Content Library, click a map.
- For a folder: In the Content Library, click a folder. The report analyzes the delivery maps within that folder and its subfolders.
- For a branch: Navigate to a branch and in the Content Library breadcrumbs, click the branch name. For example, master.
Figure 1. The master branch in the Content Library breadcrumbs
- In the Resource Drawer that opens on the right, click the Insights tab, then click Reuse Report.
- Optional: If the report has a custom view saved, select the desired view from the View drop-down.
The Reuse Report opens and automatically shows data for the branch, folder, or map you selected. To adjust the report scope, see Customize Reuse Report Scope Settings.
Customize Reuse Report Scope Settings
Until Insights (Beta) are fully rolled out only users assigned the Administrator role can access Insights reports.
Customize how the Reuse Report defines and displays its analysis scope.
- In the Analysis Scope section, click
Scope Settings.
Figure 3. The Scope Settings option available under the gear button
- In the Analysis Scope dialog, set the Snapshot Period to control how often trend data is captured for this scope: Off, Daily, Weekly, Monthly, or Quarterly.This is the same setting as the Snapshot schedule drop-down at the top of the report. Changing one updates the other. For more detail, see Schedule Reuse Report Snapshots.
Figure 4. The Scope Settings dialog
The report updates to reflect your scope settings. If you saved your settings as a view, other users can select that view from the View drop-down.
Schedule Reuse Report Snapshots
Until Insights (Beta) are fully rolled out only users assigned the Administrator role can access Insights reports.
Set how often Heretto CCMS captures a snapshot of reuse metrics, which the report uses to build the Reuse Trends Over Time chart.