Process reports help you track and analyze how your process is functioning.
Access your reports by clicking the Reports button in the upper-right corner of the process page. Reports are available by default to all Process Admins. You can also share individual reports with other members of the process.
Use Search to find any report by name quickly. You can use the Sort button ( Sort) to rearrange your reports based on their created date, last modified time, and alphabetical order.
Creating a new report
To create a new report, click +Create new report. Choose the type of report, provide a name for the report, and click Create.
Types of reports
- Tabular reports display information in columns and rows.
- Charts display data graphically in one of ten chart types including area, bar, doughnut, line, pie, and bubble chart.
- Pivot tables quickly summarize large quantities of data. You can convert columns into rows and rows into columns.
The All Items report
The first time you open the Reports page, you’ll see an auto-generated report called <Process_name> All Items. This tabular report shows every item in your process. It cannot be deleted or renamed, but you can configure it.
The Metrics report
View the status summary, aging, step performance, and item performance metrics of the process with the help of our metrics report.
To access your process metrics,
- Navigate to the process page for which you would like to access its metrics
- Click the Reports icon
- Click the Metrics report to access the metrics of the process you are currently in.
The process metrics gives you an overview of how your process is performing.
The Overview tab provides the following details:
- The status of all the items in your process.
- The number of items that require your attention.
- The overall item performance metrics, which include all the items' status and their completion times.
The Status summary section shows the number of items in different statuses.
- In progress displays the number of items in progress in the workflow.
- Completed displays the number of items that traveled the workflow from start to finish.
- Rejected displays the number of items rejected before completing the workflow.
- Withdrawn displays the number of items withdrawn by the initiator before completing the workflow.
The Actionable items section shows two cards with the following metrics:
- The number of items that have crossed their deadline.
- The number of items currently assigned to deactivated/deleted users.
If you click the item, you can reassign the tasks, view the form data, and review the workflow progress. You can use the Search and Filter tools to find items quickly. You also have the option to delete items in bulk.
Item performance metrics
Find graphical interpretation of your process items in the following sections.
- Item status. A stacked bar graph represents the current status of items created during a selected time.
- Item completion time. A line graph represents the completion time of items by plotting the minimum, maximum, and average time taken to complete individual items.
The Step performance tab contains the Step metrics section and the Aging metrics section.
The Step metrics shows vital metrics for each step, including:
- The minimum time taken to complete a task.
- The maximum time taken to complete a task.
- The average time taken to complete a task.
- The number of times an item was sent back at this step.
- The number of times an item was rejected at this step.
- The number of times an item completed this step.
- The number of times an item was withdrawn at this step.
Click the Expand button () at the start of the row to see a breakdown of different users assigned to that step.
Click the colored numbers to get a drill-down report and perform admin actions.
Aging metrics show the number of items currently in each step and how long they have been there. Click the colored numbers to view the items and perform admin actions.
This tab shows user assignment and performance based on item status metrics for the selected duration. You can see the number of items assigned to a user across different statuses. You can also click the numbers to get the details of the items assigned to the user in that particular status. You can use the Search and Sort options to find and sort the data by fields or alphabetically. You can choose to display the data within a custom timeline for up to 1 year.
Administering a report
If you created a report, you have several ways to administer it. Most of these options are available by clicking the More options button on the report.
- Share - Click the Add button ( )to share the report with others. You have the option to let users share the report with more people. You can also click the More options ()button and then click Share
- Export - Export all the data in the report as a CSV or JSON file. Exporting is only available for tabular reports and the All Items report. After exporting, you will receive an email with a link to download the report.You can export your report to a CSV, JSON, or a ZIP file for your process forms with a maximum of one table in their form data.Here are a couple of tips that we thought you must know while exporting reports:
- If the ZIP option is disabled, it means your report doesn’t have any tables in the process form so you will not be able to export the report as a ZIP file.
- If all the options are disabled, it means your report has more than one table in the process form so you will not be able to export the report at all. We currently do not support file export for form data with many tables.
- If the CSV option is disabled for your old reports, you can just open and close the report once so that its last modified time is updated to your current date after which you can try exporting it again.
- Edit - Change the data, arrangement, and filters applied to your report.
- Rename - Change the name of the report.
- Duplicate - Create a new report with the same structure. You can rename the new report or keep the default name Copy of <report name>.
- Delete - Delete the report entirely.