provides visibility into your overall system to allow tenant administrators the ability to easily monitor forms and workflows. The Report feature provides operational reports that show:

  • Active processes.
  • Users involved in active processes.
  • Operational errors that may have ended an active process.
  • Recently completed processes.
  • "Bottlenecks" that may prevent processes from completing successfully.
  • Task completion time per user.

The Report feature uses the Solr and Insight software which is included in the frevvo tomcat bundle. Insight is a web app that deploys in the tomcat bundle as a war. The war contains a batch process that extracts the latest submissions from  and creates Solr Documents for them. This makes your submission data available to the Operational Reports.

Submission details can be viewed by users with the proper permissions from the submission repository UI page.

On This Page:

Who can access Operational Reports?

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:

  1. Log in as the tenant admin.
  2. Click the Reports link.



    Refer to the Access Control topic for more information.

Operational Reports

Active Processes Report

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.



The tenant admin has two options for drilling down to more detailed data about a particular form/flow:

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.

Submission Failures Report

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.

Recent Submissions Report

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:

Productivity Report

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.

Productivity Time Reports - Time Stats

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.

Productivity Time Reports - Time Breakdown

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.

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.


Access Control

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.

Operational Reports in a Live Forms Space

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.

Customize Report Names

To customize the names of the 4 reports, follow these steps:

  1. Edit the Space Menu
  2. Add the custom names for the 4 reports in front of the pipe symbol preceeding the <FREVVO_REPORTS> keyword. The first report name override is applied to the Active Processes Report, the second name override after the first pipe is applied to the Submissions Failures Report, the third name override after the second pipe is applied to the Recent Submissions Report and the fourth name override after the third pipe is applied to the Productivity Report.

    For example: The Reports will be named Active Flows for Tenant, Submission Errors, Resent Submission Activity, Workflow Bottleneck Analysis if the space menu is modified as shown below.

  3. Save the changes to the space.

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

Display Reports under a Customized Tab

To display the Operational Reports under a customized tab instead of under the Important Items tab, follow these steps:

  1. Edit the Space Menu
  2. Add the custom name for the Operational Reports in front of the pipe symbol preceding the <FREVVO_REPORTS> keyword.  

    For example, the Operational Reports will display under a tab named My Reports if the space menu is modified as shown below.

  3. Save the changes to the space.

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>

 

Change Report Names and Display them under a Customized Tab

To display the Operational Reports under a customized tab with modified names, follow these steps:

  1. Edit the Space Menu
  2. Add a single asterisk followed by the name of the tab.
  3. On the next line add the custom names for the Operational Reports in front of the pipe symbol preceding the <FREVVO_REPORTS> keyword.  This will work with or without the double asterisks in front of the line to change the Report names.
  4. Save the changes to the space.

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>

 



Click this link for the instructions to Adding Operational Reports to an existing Space.

Operational Reports on Mobile Devices

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.