Usage Tracking

This is currently a beta feature and may be enabled upon request. During this preview rollout of Media and Documents Usage, please contact Web Development Services to enable this feature for your site.

Overview

This feature tracks the usage of eligible media and documents throughout a Site Builder website. 

Eligible Media

Media and documents may be tracked by this A collection of features or functionality that can be enabled on sites. WDS has made several optional modules available to site administrators to enable on their site. For example, the "News" module enables the News content type and provide a News List Block for displaying news on a page. if they are present in the “Media Library” or “Documents Library,” both of which are available under the “Content” menu in the administrative toolbar:

A screenshot highlighting the "Media Library" and "Document Library" options in the Drupal "Content" menu

 

 

Media and documents are listed at these locations when they are uploaded to Site Builder.

Tracking Reports

The Media Library and Document Library have a “View Usage” link that is underneath each item’s name. In this example, we’re looking at the usage of the “Einstein” image:

A screenshot depicting the "Usage" link for the "Albert Einstein with clasped hands" picture

Clicking on the “Usage” link will take you to a usage listing page:

A screen shot of the "Entity Usage" report for the "Albert Einstein with clasped hands" image

The above screenshots are different portions of the same webpage, highlighting the different locations where a media image may be used.

Columns

  • A piece of data within a Drupal site. Nodes, users, comments, and taxonomy are all entities. Additionally, with custom code, developers can create new entity types when needed. For example, the Bibcite module which powers the Publications feature creates entities for references, contributors, and keywords. links to a page where the media item is being used.
  • Type indicates the structural location where it is being used. 
    • “Layout Builder Block” indicates to look in the “Layout” tab of Exactly the same as "content item". The term "node" is Drupal's terminology, but WDS prefers to use "content item" which is easier to understand. .
  • Field name is the field’s label where the media usage was located.
  • Status is the “published/unpublished” status of the content using the media item.
  • Used in helps provide usage context.

How Tracking Works

Media and documents are tracked when explicitly referenced by Site Builder content. It is tracked when media is uploaded and selected, using one of the following methods:

Media Browser  

A screenshot of the media browser icon.

The Media Browser is a button that is available in text areas, such as the Body field. The button appears as a mountain landscape with the moon/sun in the background.

“Add or select media” Dialogs

A screenshot of the "Add or select media dialog"

 

These dialogs are offered when uploading media to non-text area fields. These fields are often named Featured Image, Image, or Images. As Site Builder is built upon structured content, these fields may be found in numerous places, including but not limited to:

  • Content
    • Body fields
    • Featured Image
  • Blocks
    • Billboard
    • Image
    • Feature
    • Testimonial
  • Image Gallery


 

Adding Documents

A screenshot of an "Adding Documents" field on a content-type.

Documents entered via a field similar to this will be tracked with the Media Usage module. 

What is not tracked:

  • Documents or images directly linked to your site from another website (including a different Site Builder website). Examples:
    • Links from any other website to your Site Builder website
    • Links from another Site Builder website, such as wds.princeton.edu to your Site Builder website.
    • Links embedded in email.
    • Links embedded in any social media.
  • Manually entered image embeds.
    • If you manually enter the image (via HTML editing) in a text area Site Builder is unable to track these references.
  • Images that exist on other websites, such as an image of a cute dog on Google Images that you link directly to, instead of uploading to Site Builder.
  • Documents that are linked to via their real path (/sites/g/files/…) instead of their “vanity” (/document/[id]) path.

 

Known Issues:

  • A media or document referenced more than once on the same web page may show up multiple times in the listing.
  • The usage listing page is not sortable.