Storage and usage statistics

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Archive Storage

How can I see how many images are in my Archive?

A: You can check the total number of media files in your Archive in two ways:

  1. In Archive’s context menu:
    1. Right‑click your Archive folder.
    2. The Media Files count in the context menu shows the current number of files.
  2. Run a blank search:
    1. Open the Archive folder, leave all fields empty and click Search.
    2. The results will show all files currently available in your Archive.

How do I check the storage size of my media assets (GBs)?

A: An overview of your storage usage (GB) for the past 12 months is available in Backstage under Administration > Company Settings > Accounting Information.

  • For a more detailed, day‑to‑day view of archive growth, export the metadata and then sum up the file sizes in Excel spreadsheets. You can generate this data, via Archive Analysis under Media Management > Statistics > Archive Analysis.

Where can I see the downloads recorded for an archived image?

A: You can view download statistics for any archived image in the Statistics tab of the image. If the image is older than two years you might also check the Download Archive sub-tab.

To view all media downloads (preview and high-res) within the selected date range, go to Media Management > Statistics > Overview or Sales > Statistics > Overview.

Usage Statistics

Where can I find usage statistics?

A: You can view download, login, and search statistics in Backstage under Media Management > Statistics > Overview or Sales > Statistics > Overview.

Select a date range to see downloads (both preview and high‑res), logins, and search requests.
You can print or export the data. Download statistics can be exported to Excel along with a thumbnail image. You just need to add "Media Thumbnail" to the export template.

Important

The Save research and download statistics option is active by default for all users in their access settings.

It is strongly recommended that you do not change the default. If you disable the statistics option in the user access settings, the system will no longer record searches or downloads.

Tip

Select a statistic record and open the Fast Functions top menu to see quick shortcuts to the related records. You can jump directly to the customer record, the author record, and the media file details,

Why did my report download fail when exporting from Sales > Statistics > Overview?

A: Your statistics report download failed because the export exceeded Excel’s maximum row limit of 1,048,576 rows.

For very large datasets, either split the export into two or more smaller files, or choose TXT as the export format (in the File Type dropdown).

Tip

We recommend using Archive Analysis for large datasets first and export statistics results from there.

Why didn't this user's statistics get logged?

A: The user’s statistics weren’t logged because the Save research and download statistics option was disabled in their Access username record.

Every Access username record has a Save research and download statistics checkbox on it. This option is active by default.

  • If this option is turned off, the system does not track and log the user’s searches and downloads in Backstage statistics.
  • If you enable the option later, the system only logs activity from that point onward. Previous activity cannot be recovered or retroactively logged.

To identify the users who have the statistics disabled:

  1. In the Sales > Customers/Partners or Purchasing > Authors/Partners overview, change View to Accesses to display all Access usernames in that area.
  2. From the header row context menu, activate the Access is Monitored column to view any accesses without the active Statistics option.

Are front‑end website downloads tracked and shown in Backstage statistics?

A: The system collects usage statistics on view, download, and search activity, associated with individual user accounts.

  • Logged‑in users: Their activity is recorded under their individual user logins.
  • Guest users (not logged in): Their activity is also tracked and recorded under a designated guest user account (Username 11111).

This ensures that all downloads, whether performed by authenticated users or guests, are reflected in Backstage.

How many partner images are we offering in the online shop?

A: To see the current total of a partner’s images, search for that partner in the Lightbox area of Backstage.

If you only need monthly average image counts, you can find them under Administration > Company Settings > Accounting Information in the Partner Connections (Purchasing) section.

How can I see buyer contact information for my statistics report?

A: To include buyer contact details, such as email addresses and phone numbers, when exporting download, view, or search-request statistics to a spreadsheet:

  1. Go to Sales > Statistics > Overview and open a download, view, or search report.
  2. Click Export > Statistics with Additional Master Data.
  3. Select the export File Type (for example, Excel: xlsx).
  4. In Field Mapping for the Export, select the fields you want to export. Click [+] to add more fields.
    • If you include "Media Thumbnail," your export will include images.
  5. Click Start Export.

Tip

Before clicking Start Export, you can save your selected fields as a template. So, the next time you want to export, you can just select the template.

Why doesn’t the customer’s Master Data Number appear in the statistics report?

A: A customer does not receive a Master Data Number until you move them out of the Sales > Webgate > New Customers area into your main Sales > Customers section.

You have to complete this approval step before the customer number will show up in Statistics.

To move a registrant, open their record in Sales > Webgate > New Customers, scroll to the bottom and click Save and move to Master Data.

  • You can move records in bulk by multi-selecting them in the overview and choosing Edit > Batch Process.

Important

Duplicate customer records can cause data issues, particularly when invoicing in Backstage.

If the registrant belongs to an existing customer, link them to this customer first. This step prevents duplicate customer records.

To assign registrant to existing customer:

  1. Open the registant’s record in Sales > Webgate > New Customers.
  2. In the Activation section, select Add to existing Master Data.
  3. In the Choose Master Data field, click the [..] button, select the customer's existing record, and click Choose.

Similarly, customers in the picturemaxx Media Network are sent to the Sales > picturemaxx Media Network > New Customers area. You can either click into each record, as above, or bulk-select the records in the overview area and then select Edit > Transfer all selected to ‘Customers’.