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Workflow Reporting

Madyson Kmiec
  • Updated

User Guide: Workflow Charts & Advanced Filters

 

1. Overview

Every workflow enabled on a case will include a standard set of charts in the Workflows Dashboard. This guide explains what each chart measures, how the underlying metrics are calculated, and how to use the advanced filters available on charts and case listings.

These charts apply to every workflow type. The PI & Investigation Actions Breakdown and the Investigator & Manager Breakdown charts apply specifically to the Performance Improvement (PI) and Investigations workflows — our two out-of-the-box workflows.

 

2. Charts at a Glance

Each workflow includes the following charts:

  1. Total Cases with Workflow Enabled — Count of cases that currently have this workflow turned on.
  2. Average Duration to Completion — Average time from when the workflow was enabled on a case to when it was completed.
  3. Open / Completed Workflows Count — Breakdown of how many enabled workflows are still open vs. closed (completed).
  4. PI & Investigation Actions Breakdown — Grouped chart of counts by the choice selected in the PI Actions / Investigation Actions field. PI and Investigations workflows only.
  5. Investigator & Manager Breakdown — Grouped chart of counts by assigned Investigator / Manager. PI and Investigations workflows only.

 

3. Chart Definitions

3.1 Total Cases with Workflow Enabled

Counts the number of cases where the workflow is enabled.

How it's calculated

  • A case can have multiple different workflows enabled at the same time (for example, a PI workflow and an Investigations workflow together).
  • A case cannot have two instances of the same workflow enabled — e.g., a case cannot have two Investigation workflows running in parallel.
  • This chart counts cases, not workflow instances, for the selected workflow type.

3.2 Average Duration to Workflow Completion

Measures how long it takes, on average, for a workflow to go from enabled to completed.

How it's calculated

  • Start date: the date the workflow was first enabled/added to the case.
  • End date: the date the last step of the workflow was completed.
  • Duration = End date − Start date, averaged across all completed workflow instances of that type.

Note — resolved cases: If the last step of a workflow was not completed for any reason, but the case itself is marked Resolved, the workflow is still counted as completed for this calculation. The case's resolved date is used as the completion date in that scenario.

3.3 Open / Completed Workflows Count

Shows how many workflow instances are currently open versus closed, for the selected workflow.

How it's calculated

  • Open: the last step of the workflow has not been completed.
  • Closed: the last step of the workflow has been completed.
  • It's possible for steps in the middle of the workflow to have been skipped or left incomplete. As long as the last step is complete, the workflow is counted as Closed.

3.4 PI & Investigation Actions Breakdown

A grouped chart showing counts of cases/workflows by the choice selected in the PI Actions field (Performance Improvement workflow) or the Investigation Recommendations field (Investigations workflow).

How it's calculated

  • Applies only to the PI and Investigations workflows (our non-custom, standard workflows).
  • Each workflow instance is grouped by the option(s) selected in its respective Actions field, and counted within that group.

3.5 Investigator & Manager Breakdown

A grouped chart showing counts of workflows by the assigned Investigator (Investigations workflow) or Manager (PI workflow).

How it's calculated

  • Applies only to the PI and Investigations workflows (our non-custom, standard workflows).
  • Each workflow instance is grouped by the person selected in the Investigator field or the Manager field, and counted within that group.

 

4. Advanced Filters

Advanced filters are available on the workflow charts, so you can slice the data or narrow down a case list without leaving the page.

4.1 Open vs. Closed

  • Workflow Status: Open vs. Closed filter, so you can filter to only workflows that are currently open, or only those that are closed, using the same logic described in Section 3.3.

4.3 Manager / Investigator Filters

  • Two separate filters — one for Manager, one for Investigator.
  • Each filter lets you narrow charts or case listings down to cases assigned to a specific manager or investigator.

 

5. Quick Reference: Key Rules

  1. One case can have multiple different workflows enabled, but never two instances of the same workflow at once.
  2. A workflow's duration clock starts when it's enabled on the case and stops when the last step is completed — or when the case is resolved, if the last step was never completed.
  3. A workflow is Closed as soon as its last step is complete, even if earlier steps were skipped.
  4. Actions and Investigator/Manager breakdowns only apply to the standard PI and Investigations workflows, not custom workflows.
  5. Duration calculation and workflow re-enablement: Duration does not account for a workflow being removed and re-enabled. If a workflow is enabled, later removed, and then re-enabled on the same case, the start date used for duration calculations remains the date it was first enabled — not the date it was most recently re-enabled.