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Operational reports are only available to tenant administrators. The Reports display submission data for one tenant. The four types of Reports that are available are:
Follow these steps to access\manage the Reports:
The Active Processes report displays information about workflows and forms that are active in the tenant. Active workflows are flow instances that are started, but have not yet been submitted. Active forms are those that have been saved to the Task List and have not been submitted.
When you access the Active Processes Report, the Summary tab displays.
The Summary tab is divided into two sections:
The Details tab displays data for all of the active flow/form instances in the tenant. A maximum of 2000 records will be displayed in the table. Clicking on any of the column titles will sort the data in ascending/descending order respectively. On some Report views, you may have to click the plus icon to display the form/flow state column.
There are columns for:
This is the data that is summarized on the Summary tab. For example, if a particular form/flow had a count of 3 on the Summary tab, then there would be 3 rows for it in the Details tab.
Analysis of the table shows the tenant admin that one Employee On Boarding workflow is pending approval from user sue, 3 Expense Reports are pending approval from someone in the Payroll department, 1 Request for time off (Leave Approval) is pending review by someone in HR, 2 Product Order forms are saved to user max's Task List and 1 Purchase Order is pending approval from the user, jerry.
When drilling down on a particular form/flow, the report changes to display data only about that selected form/flow as illustrated below. At this level, the report displays information about users that currently have assigned tasks for the selected flow. The pie chart displays the percentage break down and the table to the right displays the summarized counts of assignments per user and status. Hovering over the pie chart shows the assigned user/roles and the percentage breakdown. On some Report views, you may have to click the plus icon to display the form/flow state column.
The Reset button can be used to go back to the mode of showing data for all active processes. Think of it as "going back up".
Clicking the Details tab after drilling down, displays information for each active instance of the selected flow/form type. On some Report views, you may have to click the plus icon to display the data.
The Submission Failures Report displays information about any workflow instances (or forms) in the tenant where an error occurred during submission. There are many possible causes of errors upon submission and it is critical to spot them early and correct them as soon as possible. This report can be used to determine if there have been recent errors and to investigate the exact causes.
The Submission Failures report initially shows all error data for a tenant for the last 7 days displayed on a simple radial gauge control. The number of submission failures is shown and is represented on the radial gauge control by the red color. You can change the values for this report to view the information you are interested in.
When you select the Details button in the initial view, the report displays a Summary and another Details tab.
The Details tab in this view displays a table with information about each failed submission. A maximum of 2000 records will be displayed in the table. Clicking on any of the column titles will sort the data in ascending/descending order respectively. On some Report views, you may have to click the plus icon to display the error text.
The Recent Submissions Report displays information about all recently submitted (completed) workflow instances or forms in the tenant. This report is used to get a quick picture of completed submission activity and overall system usage.
The Recent Submissions Report initially displays a chart for the last 7 days with the total count of (completed) submissions for each day for all form/flow types.
The table on the Details tab displays submission data for the selected date range and the selected form/flow. This is the detailed data that is summarized on the summary tab. A maximum of 2000 records will be displayed in the table.
Clicking a bar on the Recent Submissions Activity chart, displays a pie chart and table representing the submissions for that date broken down by form/flow type.
Clicking on the Details tab, displays the data in chart form.
The image below shows the completed submissions from 6/1/16 - 6/27/16 for the Time Sheet workflow. The columns displayed are:
The Productivity Report shows performance statistics for workflow processes only. Form data is not included in these reports. This is as designed. The information for workflows includes:
This report allows the administrator to get an understanding of the throughput and productivity of the team involved in their processes. For example, "bottlenecks" and under utilization of human resources can be visualized.
The report initially displays a breakdown of the average and maximum durations of each workflow type for the previous 30 days. This data only takes into account workflows that completed within the time period (last 30 days) and does not include incomplete workflows nor flows with zero duration.
Clicking a bar from the initial display of the Workflows Duration chart displays the Time-Stats report. There are two reports that can be used to examine the processing time of individual participants/approvers of a particular workflow:
The Time Stats chart displays average and max processing for the users/approvers involved in the selected workflow. The time period and form/flow are carried forward from the initial screen, but the user may change this to examine other data.
The Time Breakdown chart is available by checking the Time Breakdown option of the Show radio button.
Both chart types only show data for individual flow types. If "all" is selected, then no data will be displayed.
For example, the Time Stats Report shown above, displays the average and maximum number of days for the Manager Review and Pay Expenses steps of the Expense Report workflow for a period of 30 days.
Designers should be aware that this report shows information for the individual steps in a workflow. Naming the steps appropriately when designing a workflow will eliminate confusion when viewing the report. |
The data for individual workflows can be drilled into by clicking/touching the chart bar(s) for a particular workflow type on the Workflow Duration chart.
The Time Breakdown chart for the tasks involved in a particular workflow type presents results for "tasks" with durations.
Hover over any of the bars to see a tool tip that displays the number of tasks performed during that processing time.
Designers should be aware that the tool tips in this report refer to the individual tasks involved in a workflow. Naming the steps appropriately when designing a workflow will eliminate confusion when viewing the report. |
For example, the tenant admin can quickly see that 6 Manager Review tasks were performed within 3 - 5 days while one took at least 10 days.
Operational reports in a space only display if the space is accessed by the tenant administrator. Non-admin users that log into a space on a desktop will not see the links to the Operational Reports. The designer user that created the space (space owner) will see the report links but will receive an " Access Denied. Authentication required. Are you trying to access a private form or flow?" error message when they click on them.
When a designer creates a Space, Operational Report links are inserted into the space menu by default under the Important Items menu. A specialized syntax/key word: <FREVVO_REPORTS>, inserts all 4 Operational Reports. At present, there is no way to include/exclude reports. All four are always inserted.
Editing the Space Menu displays these links when a space is created. The example shows the Space menu when a space is created in a cloud tenant. If you are an in-house customer, change app.frevvo.com:443 to <your server:port>:
* Important Items ** Task List|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/tasks?embed=true ** My Account|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/profile?embed=true&edit=true ** Shared Items|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/shared?embed=true&hidenav=true ** |<FREVVO_REPORTS> ** Home|http://app.frevvo.com:443/frevvo/web/tn/t/user/eric/space/dts/home?embed=true |
Notice that there is no menu item label for the |<FREVVO_REPORTS> item. It is not supported.
To customize the names of the 4 reports, follow these steps:
The example shows the Space menu for a cloud customer. If you are an in-house customer, change app.frevvo.com:443 to your server:port:
* Important Items ** Task List|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/tasks?embed=true ** My Account|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/profile?embed=true&edit=true ** Shared Items|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/shared?embed=true&hidenav=true ** Active Flows for Tenant|Submission Errors|Recent Submission Activity|Workflow Bottleneck Analysis|<FREVVO_REPORTS> ** Home|http://app.frevvo.com:443/frevvo/web/tn/t/user/eric/space/dts/home?embed=true |
To display the Operational Reports under a customized tab instead of under the Important Items tab, follow these steps:
The example shows the Space menu for a cloud customer. If you are an in-house customer, change app.frevvo.com:443 to <your server:port>:
* Important Items ** Task List|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/tasks?embed=true ** My Account|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/profile?embed=true&edit=true ** Shared Items|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/shared?embed=true&hidenav=true ** Home|http://app.frevvo.com:443/frevvo/web/tn/t/user/eric/space/dts/home?embed=true * My Reports|<FREVVO_REPORTS> |
To display the Operational Reports under a customized tab with modified names, follow these steps:
The example shows the Space menu for a cloud customer. If you are an in-house customer, change app.frevvo.com:443 to <your server:port>. The Operational Reports will display under a tab named My Reports if the space menu is modified as shown below.
* Important Items ** Task List|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/tasks?embed=true ** My Account|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/profile?embed=true&edit=true ** Shared Items|http://app.frevvo.com:443/frevvo/web/tn/t/subject/{subject.id}/shared?embed=true&hidenav=true ** Home|http://app.frevvo.com:443/frevvo/web/tn/t/user/eric/space/dts/home?embed=true * My Reports Active Flows for Tenant|Submission Errors|Recent Submission Activity|Workflow Bottleneck Analysis|<FREVVO_REPORTS> |
In this image from an iPhone, the Operational Reports are configured to display, with their associated icons, under a customized tab named My Reports. The icons cannot be changed.