Document Analytics

What it does

Document Analytics breaks down a backed-up sub-account by its files. Seven breakdowns sit at the top:

• Documents per contact
• Contacts by document field
• Contacts by tag
• Contacts by state
• Contacts added per month
• Files by source
• Documents uploaded per month

Tap any row to filter by it. Below, a filter panel narrows the contacts further, and a table lists every matching contact with company, state, document count, fields, tags and date added. From there you can download the list as CSV, package contacts for reps, or export everything that matches.

Why it matters

When documents drive the business (bank statements for funding, permits for contractors, policies for insurance), the questions are about files. How many contacts have all four bank statements? Who uploaded a driver's license but no voided check? How many applications came in with documents last month, by state?

GoHighLevel's smart lists filter on contact fields and tags, and you can filter on whether a field has a value, but as of October 2026 there's no native view that counts files per contact or reports on uploads over time. Answering these questions means exporting contacts and checking files by hand. Downloading all files from GoHighLevel contacts covers getting the files out in the first place.

The breakdowns are also a quick health check on the backup itself. Files by source shows how many files came from contact fields, conversations, forms, surveys, the media library and documents, and Documents uploaded per month shows whether uploads have slowed, which can point to a broken form or a team that stopped collecting paperwork.

How it works

1. Back up the sub-account with File Backup, including contact files.
2. Open the sub-account in Backup & Insights and go to Breakdowns, filters and custom exports.
3. Read the breakdowns. Tap a row, like a state or a tag, to filter by it.
4. Refine with filters: minimum and maximum documents, Must have fields, Must not have fields, tags, states, date added, date updated, documents uploaded between two dates, a custom field value, a name or email, and Only not packaged yet.
5. Press Apply filters and review Matching contacts.
6. Choose what goes out: contact columns, custom field columns and which documents to include.
7. Press Download CSV, Package random, or Export all matching.

Good to know

• Counts are real files. Document counts use files saved in your vault, not file-field values in GoHighLevel.
• Filters stack. Combine "Must have Bank Statement 1–3" with "Must not have Voided Check" and a state to get a precise list.
• Export all matching includes every contact that matches and doesn't take anyone out of Rep Packages.
• Read-only. Nothing here changes GoHighLevel.
• Date filters are separate. Contact added, contact updated and documents uploaded each have their own from and to dates, so "added last year, uploaded documents this month" is one filter.