One list of everything nobody is opening any more. Cleanup Center gathers the cohorts, dashboards, funnels and formulas from every project, shows how long it has been since anyone looked at each one, and points you at the page where you can retire it.
What the Cleanup Center finds
Countly accumulates saved things. A cohort built for one campaign, a dashboard put together for one board meeting, a funnel replaced by a better funnel, a formula somebody needed once. None of them stop working, so nobody notices them, and after a couple of years a project's own sidebar is the hardest place to find anything.
The Cleanup Center is the inventory that makes that visible. It gathers four kinds of saved item from across every project on the server, cohorts, dashboards, funnels and formulas, and sorts them by whether anyone has been opening them.
It is read only, and deliberately so. Nothing here deletes, archives, renames or schedules. It gives you a list and a way to jump to each item's own page, because that page is where the owner, the definition and the delete button are, and because a bulk delete of things nobody has checked is how a team loses a dashboard somebody did still need.
The scope is the whole server rather than the project you were last looking at. Dashboards are not tied to a project at all, so they appear as Global; the other three belong to a project and say which. That is also why the page is restricted to administrators: it lists things across projects a normal member may not be able to see.
The list is not a verdict. It answers one narrow question, "when did a person last open this", and the rest of the judgment is yours.
What usage actually measures
Every one of these items keeps a record of who opened it and when. The record is appended to each time somebody views the item in the dashboard, and it holds the most recent thousand views. The two numbers on this page are read straight off it: Inactivity is how long ago the most recent view was, and Usage is how many views fall inside the last thirty days.
So usage means human attention, and only human attention. It does not mean the item is doing nothing.
That distinction is the single most important thing to understand here. A cohort can be the audience of a push campaign that goes out every morning, feed a dashboard widget, and be referenced by an automated report, and still show zero usage, because nobody opens the cohort's own page. Deleting it on the strength of that number would break all three. The same goes for a funnel that only ever appears inside a dashboard, and a formula whose value is read on somebody else's chart.
Read the numbers as "nobody has looked at this lately", never as "nothing depends on this". The Cleanup Center can tell you the first. Only the item's own page, and the person who made it, can tell you the second.
There is a second, smaller catch. Views are recorded by the dashboard that opens the item, and today that recording happens in the classic dashboard rather than this one. Opening a cohort from here does not add to its count. So on a server whose team has moved to this dashboard, the numbers describe past activity rather than current activity, and a low count deserves more skepticism than it would otherwise.
Use Cases
Find what nobody opens any more
A project has collected more saved items than anyone can hold in their head, and you want the shortlist worth reviewing.
- Open Cleanup Center from the Manage menu. Everything from every project is listed, sorted so that the items with no recent views come first.
- Narrow by Type. Doing one kind at a time is far easier to judge than a mixed list, because the question you ask of a dashboard is different from the one you ask of a cohort.
- Narrow by Project when the clean up belongs to one team. Dashboards will not appear under a project, because they are global.
- Set Inactivity to older than 90 days. Thirty days is short enough that a quarterly report looks abandoned; ninety is long enough that a real gap means something.
- Read the Inactivity column rather than the Status column. Never opened and last opened two years ago are both candidates, and they need different conversations.
- Work down the list and open the ones you do not recognize. Judging from the name alone is how useful things get deleted.
Resist the urge to clear the filters and work through everything. The list is long by design, it spans teams who do not know each other, and the value is in one careful pass rather than a big one.
Decide whether something is safe to delete
An item looks abandoned and you want to know whether removing it breaks anything.
- Note what the page tells you: the kind, the project, how long since anyone opened it, and how many views it has had in the last thirty days. That is the whole of the evidence available here.
- Open the item in its own page. The Open action jumps you there, switching project first when the item belongs to another one.
- Read the definition. A cohort's conditions, a funnel's steps, a formula's expression. If it is a copy of something else with one value changed, it is probably a leftover. If it describes something the business still cares about, low usage is not the whole story.
- Look for the things that use it without anyone opening it. A cohort can be a push audience, a dashboard widget's filter, or a segment on an automated report. A funnel and a formula can both be widgets on somebody's dashboard. None of that shows up as usage.
- Ask whoever owns the area. The page does not name a creator and the exported file carries only an account identifier, so this is a question for the team rather than a lookup, and a one line message costs less than restoring something that had a reason to exist.
- Delete it from its own page. There is no delete here, and that is intentional.
Two shapes are usually safe without much ceremony: an item with a name that dates it, a quarter, a launch, a version number, and a duplicate of something that still gets opened. Two shapes deserve care: anything named after a recurring process, and anything that has never been opened at all, which can mean it was created by another feature for its own use rather than by a person.
Hand the list to the people who own it
The review is not yours to make alone, and the people who own these items are often not admins and cannot open this page.
- Filter down to the slice that belongs to one team: their project, one kind of item, an inactivity threshold you have agreed on.
- Press Download in the table's title bar, then Download again in the Export entities dialog.
- Send it to the owner with the question you actually want answered, which is "can these go", not "these are unused".
- Keep the file. It is a record of what the list looked like on the day the decision was made, which matters when somebody asks later why an item disappeared.
- Come back after the deletions and re-run the same filters to see what is left.
The export covers everything matching the current filters, so set the filters before you download rather than trimming the file afterward. The file carries the underlying fields for each row rather than the formatted columns on screen, so it holds more than the table shows and the times arrive as raw values, but the evidence you were reading is all in there.
FAQs
Can I delete something from here?
No. The Cleanup Center only lists and points. Use the Open action to reach the item's own page and delete it there, where you can also see its definition and what it is attached to.
A cohort shows zero usage but I know it is being used. Is the number wrong?
The number is right and it is not measuring what you think. Usage counts how many times a person opened the cohort's own page in the last thirty days. A cohort can be the audience of a live campaign, a filter on a dashboard widget or a segment on a scheduled report and never be opened by anybody.
Why does everything show low usage on our server?
Because views are recorded by the dashboard that opens the item, and that recording happens in the classic dashboard. Work done in this dashboard does not add to the counts, so on a team that has moved over, the figures are a record of older activity.
What is the difference between Never used and Never opened?
Never used, in the Status column, means no views in the last thirty days. Never opened, in the Inactivity column, means no recorded view at all, ever. The second is much stronger evidence than the first.
Why do dashboards say Global instead of a project?
Because dashboards are not tied to a project. They can pull widgets from several, so they belong to the server rather than to one of them.
Why is there no Open action on a formula?
Because formulas have no page of their own in this dashboard yet. Find the formula through the feature that manages calculated metrics.
I pressed Open and it changed my active project.
That is deliberate. A cohort or funnel page belongs to a project, so opening one from another project has to switch first or you would land on the wrong project's page. If you do not have access to that project, nothing opens and a message says so.
Can I see who created an item?
Not on the page. The exported file carries a creator identifier, but it is an account id rather than a name, so in practice this is a question for the team that owns the project.
Can I mark something as reviewed so it stops appearing?
No. There is no keep, snooze or acknowledge. An item you decide to keep will still be on the list next time, which is one reason to work through a filtered slice rather than the whole thing.
Why is an item missing that I know exists?
Three likely reasons. It is not one of the four kinds this page covers. Its name marks it as an internal item created by another feature, which the page filters out. Or the server hit a problem gathering that kind of item, which is logged rather than shown, so a whole kind can be quietly absent.
How often do the numbers refresh?
They are read when the page loads. Reopening the page or navigating back to it fetches the current figures; nothing on the page polls.
Who can open this page?
Admins: global administrators and project admins. Other members cannot open it, so export the filtered list and send it to them instead.