Creating All Items report for processes

Modified 2 months ago

Rajesh Narayanan

Kissflow Process report lets you create and view a summary of all items within a process.

If you want a summary of all activities in items across multiple or all processes in your account, you can create an All Items report using one of the following methods:

  • Create a tabular report using the ActivityInstance table as the data source.
  • Create a dataview and use it as a data source to build a chart or pivot report on top of it.

An All Items report helps account admins audit and analyze all items by their workflow steps created across all the processes.

Using ActivityInstance as a data source

To create an All Items report, follow these steps:

  1. Sign in to your Kissflow account > Analytics > Data explorer.
  2. Search for ActivityInstance table.
  3. Open ActivityInstance and click Create report. Alternatively, hover over the card, and click the More options button () > Create report.
  4. Provide a name and description to the report and select the report type as Tabular.
  5. Under Columns, add the fields Created by, Flow name, ScriptName, ActedBy, and Status to show them as table columns.
  6. Click Save.
ActedBy is a JSON column in the ActivityInstance table that analyzes all items based on who approved, rejected, or sent back an item in a step. It can only be used in a Tabular report.
To show only items that have breached their deadline, click Add advanced filter > Add a filter. Select SLA Breached, equal to, value, and Yes. Click Apply to create a SLA breach report.

Using dataview as a data source

  1. Sign in to your Kissflow account > Analytics > Data explorer > Create dataview.
  2. Provide a name for the dataview and click Create.
  3. Enter the SQL query in the query builder and click Run.
  4. After checking the query result, click Publish to publish the dataview.
  5. Build a chart or pivot report over the dataview.
You have to create a dataview that parses the JSON column as a separate column to add the ActedBy field to a Chart or Pivot report.

Dataview query snippet

Select

 "_id" as "ActivityInstanceId",

 ActedBy.value: Name as "ActedByName",

 ActedBy.value: _id as "ActedById",

 "ScriptName" as "WorkflowStep",

 "ActedAt.value" as "ActedAt",

 "AssignedAt.value" as "AssignedAt",

 "ExpectedAt.value" as "ExpectedAt",

 "_status" as "Status",

 "_flow_name" as "FlowName",

 "ActualTimeTaken" as "ActualTimeTaken_Mins",

 "IsSLABreached" as "IsSLABreached",

 "ProcessInstance" as "ProcessInstanceId",

 "AssignmentRule" as "AssignmentRule",

 "_modified_at.value" as "ModifiedAt"

from

 "ActivityInstance",

 table(Flatten(input => "ActedBy")) ActedBy

You can mention the following condition in the end of the query to show only items that have breached their deadline. You can then create an SLA breach report with this dataview.

  where "IsSLABreached" = true

Dataview query result

Using Kissflow connector for BI, you can export data to external tools like Power BI, Tableau, etc., to build a custom report. 

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