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:

• Active Processes

• Submission Failures

• Recent Submissions

• Productivity

Follow these steps to access\manage the Reports:

1. Log in as the tenant admin.

2. Click the Reports link.
   
   

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   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:

• A pie chart showing the distribution of the top 9 active processes (by count). The first column in the chart shows a color for each Active Process that matches the color in the pie chart. Active Processes greater than 9 will all have the same color in the legend.
  
  

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• The table to the right, shows the actual counts for each active process.

• On some Report views, you may have to click the

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  plus icon to display the data.

• The Search field at the top acts as a filter. Type search criteria into the field to narrow the data display to only the data that matches. To remove the filter, clear the search field. For example, to see how many Purchase Orders are active, type Purchase Order into the field. You may only have to type a partial string before the results display.

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:

• The Workflow/Form name

• The time and date that the active process began.

• The current user/role that the form/flow is assigned to.

• The current state of the form/flow.

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.

• To narrow the results, the Search field at the top acts as a filter.  Type search criteria into the field to display only the data that matches. To remove the filter, clear the search field. For example, to view the active processes pending review by the Payroll department, type Payroll into the field. You may only have to type a partial string before the results display.

• 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

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  plus icon to display the data.

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

• Click or touch on a pie chart "piece"

• Click or touch a row in the table.

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.

• Change the Time Period - the number of days you want to look-back for submission errors from the default value of 7 to 30, 60 or 90 days by selecting the value from the dropdown.

• You can choose to search all forms/flows or drill down to a particular form/flow by selecting it from the Form/Flow dropdown.

• Select the Details button in the initial view to drill down on the selected time period and selected form/flow. Clicking on the gauge does not drill down.

When you select the Details button in the initial view, the report displays a Summary and another Details tab.

• The Summary tab is selected by default and displays a chart for the last x days (depending on time period chosen). For each date, the chart shows the count of submissions with errors (i.e. failed submissions). The image of the Submission Failure report below shows 7

  

  submissions with errors for 6/22/16. All dates are GMT days, not local timezone days.

• You can change the Time Period and select a specific Form/Flow from the dropdowns on the Summary tab.

• On some Report views, you may have to click the

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  plus icon to display the data.

• To view to the details behind the data on this chart, select the Details tab. The bars in this graph are not clickable.

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.

• Each item contains the exact error description/text so that the administrator can determine what is causing the error and take action.

• The Date and Time for the error submission is displayed in the local timezone..

• Start and End date fields and the Form/Flow field can be altered to view more/less data. All dates are displayed in the GMT timezone.

• The Search field at the top of the table acts as a filter. Anything typed in the search field is checked against all the data in each row and only rows that have matching data are displayed. To remove the filter, clear the Search field.

• Clicking the Reset displays the initial view of the Report.

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.