Using Reports

Use dashboards and reports to identify issues, glance at data, and filter time periods. This document describes how you can use the analytics features Laserfiche Forms.

Insights

Insights provides access to a new set of reports that include the Process Overview , Performance, Task Loads, and Workload reports. Only Administrators and Business Managers (for the selected process) can view and share these reports,

Process Overview

Process Overview reports detail data about one process. The data includes instance, duration, and distribution overviews.

Performance

Performance reports detail the performance data about how quickly your process instances are being completed. The time it takes an instance to be completed is known as the cycle time.

Task Loads

Task Loads reports let you view which user tasks in a process are accumulating too many tasks and potentially creating bottlenecks. By selecting the process of interest and adding other criteria, you can generate a heat map that color-codes user tasks according to how many pending tasks they have or how many tasks they've accumulated per day.

Workload

Workload reports let you view how in-progress and completed tasks are distributed over users or teams.

Custom Reports

Custom reports provide details about instance data for multiple processes on one report type. Only Process administrator and Business Managers (for all the processes in the report) can create and modify the custom report. This section describes how you can generate and download a custom report.

Generating a Custom Report

  1. Click Create New.
  2. Select a report type, click Select.
  3. Select the processes you want to report on, click Select.
  4. Specify the name and visibility of the report, click Next.
  5. Configure report settings.
  6. Click Create.

You can manage access and add data markers to and update the data on the generated report in the top right of the report. You can save the report, filters, and column configuration using saved snapshots. Learn more about saved snapshots

Downloading a Custom Report

  1. Open a custom report.
  2. Click Download in the top right.
  3. Select a file type and download method.
  4. Click Download.

Saved Snapshots

Saved snapshots capture a report when you take the snapshot. The snapshot includes the report type, filters, and column configuration, and excludes the underlying data in the snapshot. This section describes how you can create, download, and manage access to a snapshot.

Creating a Saved Snapshot

  1. Create a custom report.
  2. In the custom report, click Save Snapshot on the top right.
  3. Provide a name for the snapshot, as well as who you want to let view the snapshot.
  4. Click Create.

Downloading a Saved Snapshot

  1. On the Reports page, open the Saved Snapshots tab.
  2. Select a saved snapshot. You can download one saved snapshot at a time.
  3. Click Download on the top right.
  4. Select a file type and download method.
  5. Click Download.

Managing Access to Multiple Snapshots

You can only manage access to saved snapshots when you are the system admin or creator of the snapshots.

  1. On the Reports page, open the Saved Snapshots tab.
  2. Select more than one snapshot of which you are the system admin or creator.
  3. Click Manage Access in the top right.
  4. In the dialog, add or remove member access. You can only manage access the selected snapshots when the selected snapshots are visible to the same users and groups.
  5. Click Update.

Report Schedules

Report schedules let you generate a saved snapshot based on a schedule, instead of generating one manually. Anyone who can view the custom report from which the snapshot is generated can also view the report schedule. This section describes how you can create a report schedule.

Creating a Report Schedule

You can create a report schedule in the Report Schedules tab or the Custom Reports tab, and then view it in the Report Schedules tab.

To create a report schedule in the Report Schedules tab:

  1. On the Reports page, open the Report Schedules tab.
  2. Click Create Schedule on the top right.
  3. Select the existing report you want to save based on a schedule.
  4. In the dialog, set the schedule.
  5. Optional: Save the report to a Laserfiche Repository.

    Note: You need to create a Repository profile if there are no profiles existing to connect to a repository, and then select the location within the repository to save the report.

  6. Optional: Set up an email notification to notify the users that the snapshot is available and, at the bottom, include the snapshot in an attachment or URL.

    Note: Only named users can access saved snapshots using the emailed URL.

  7. Click Set Schedule.
  8. Enter the name and visibility for the generated snapshot.
  9. Click Create.

To create a report schedule in the Custom Reports tab:

  1. On the Reports page, open the Custom Reports tab.
  2. Open a custom report.
  3. Click Create Schedule on the top right.
  4. Repeat steps 4 – 8 in the previous section.

Managing Access to a Generated Snapshot

You can manage the access and visibility of the snapshot generated by the report schedule.

  1. On the Reports page, open the Report Schedules tab.
  2. Select a report schedule.
  3. On the top right, select the Manage Access button .