Reports and Analytics

The Reports page in Laserfiche Process Automation lets you visualize process and data in the form of graphs, heatmaps, and pie charts. You can apply filters to visualize data from only a certain period or for a specific process version. Reports are grouped into six major types.

Performance: Viewing Process Completion Rates

With this report type, you can view a scatter plot of when instances were completed, and a bar chart showing how many instances were completed over a time range.

On the Reports page, click Performance to view 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.

Selecting a Process and Date Range

You can view completion rate statistics for individual processes over a selected date range.

  1. From the Reports page, click on Performance.
  2. In the left pane, select the process of interest under Process.
  3. Under Date range, select the date range that you want to view data for.
  4. Click Apply at the bottom of the pane. If your selected process has instances in that date range, you'll see a scatter plot and bar chart showing you the cycle times and number of instances over time.

Scatter Plot of Cycle Times

If you've selected a process and date range and the process has instances completed in that range, you'll see a scatter plot showing cycle times for different dates. By default, the plot displays the following information:

  • Each dot represents an instance that completed on the indicated date (the dot's x-axis value) with the indicated cycle time (the dot's y-axis value).
  • The median cycle time is represented with a green dot.

You can reveal further details in the scatter plot by interacting with it:

  • Click on the dot representing an instance to view the instance's details.
  • Hover over an instance's dot to see its date of completion and cycle time.
  • To zoom in on a specific part of the scatter plot, hover your cursor over the area and use the scroll wheel.
    • To reset to a full view of the scatter plot, click the Zoom to Fit icon.
  • A percentile line indicates that the instances below that line make up a certain percentage of that process' instances. Use the Percentile icon to add and remove percentile lines to your scatter plot.
    •  View percentile lines by clicking the Percentile icon and selecting a percentile value.
    • To remove an existing percentile line, click the Percentile icon again and select the percentile whose line you want to remove.

Distribution of Instances over Time

If you've selected a process and date range and the process has instances completed in that range, you'll see a bar chart displaying the distribution of instance completion dates.

  • Select a section of the bar chart to bring up a Selection Details pane containing statistics for the selected section.
  • Click the number under Total number of completed instances in the Process Details pane to see data about all instances.

Work in Progress: Viewing In-Progress Instances and Forecasts

With this report type, you can view statistics about in-progress instances, such as which stages of a process are possible bottlenecks. Includes forecasts of completion dates and how many in-progress instances to expect in the future.

On the Reports page, click Work in Progress to view statistics about in-progress instances, including predictions about future statistics.

Selecting What Data to View

You can view statistics for in-progress instances for a specific process version, over various date ranges.

  1. From the Reports page, click on Work in Progress.
  2. In the left pane, select the process of interest under Process.
  3. Under Version, select the process version whose instance data you want to view, or select or All to retrieve data from all versions of the process.
  4. Under Date range, select the date range that you want to view data for.
  5. Choose whether you want to include a forecast about future completed instances in the displayed statistics.
  6. Choose whether you want to include completed instances in the statistics.
  7. Click Apply at the bottom of the pane. If your selected process has instances in that date range, you'll see a chart showing you the cycle times and number of instances over time.

Number of Instances over Time

The graph in the main pane displays the number of instances over time, as divided into the following color-coded categories:

  • In-progress instances, color-coded according to stage.
  • Completed instances.
    • Select Include completed instances in the left pane to display this data.
  • A forecast of the future number of instances of each type.
    • Select Include forecast to in the left pane to display this data.

You can change your view on the graph as follows:

  • Click on a color-coded section to view a version of the graph for only instances of that type. For example, click on the colored section corresponding to instances in the Default Stage to see a graph of only those instances.
    • You can achieve the same result but clicking on the View specific stage icon in the top right and selecting the type of instances whose data you want to view.
    • To return to a view that contains all types of instances, click again on any of the color-coded regions.
  • Click on the Toggle state matrix icon in the top right to show a table of statistics for instances at each stage, including statistics for completed instances.

Instance Details

The Details pane on the right can be expanded on collapsed. It contains information on the following:

  • Which stages have the most in-progress instances.
  • Which stages are accumulating in-progress instances at the highest rate.
  • The number of in-progress instances.
  • The number of instances started yesterday.
  • The number of instances running yesterday.
  • The number of instances completed yesterday.

If the Details pane shows a statistic with a non-zero number of instances, you can click on that number to get a table view of all instances that count towards that number. Within the table view, click on an instance ID to see that instance's history and variables.

Tasks Loads: Visualizing Task Loads

Uset this report type to view a color-coded heat map of which user tasks in a process are accumulating the most tasks.

On the Reports page, the Task Loads section lets 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.

Generating the Heat Map

In the left pane, select the criteria you'll use to generate the heat map.

  • Process: Select the process whose task loads you want to view. The heat map is useful only for processes that contain user tasks—it does not color-code other types of tasks.
  • Version: Select the process version whose task loads you want to view.
  • View: Select whether you want the colors and numbers shown to be number of currently pending tasks, or the average number of tasks accumulated per day.
    • If you select Tasks accumulated per day, you'll also get to select the date range that the average will be taken over.
  • Threshold: Specify the upper and lower ends of the scale, in units of number of pending tasks or tasks accumulated per day. The user tasks with a heavy task load will be colored red, those with a moderate task load will be colored yellow-green, and those with a low task load will be colored green.

Example: A user task has 0.1 tasks accumulated per day over the selected date range. If Threshold is set to 0.1, this task will appear red on the heat map, as it is at the high end of the range. If Threshold is set to 0.2, the task will appear yellow-green. If Threshold is set to 1, the task will appear green.

Form Reports: Viewing Form Submission Data

Use this report type to visualize data about the values your users entered for each field in a form, or view individual form submissions.

On the Reports page, the Form Reports section lets you view individual submitted forms and aggregated data from submitted forms. The aggregated data can be viewed as tables, pie charts, and bar charts.

Selecting a Form

In order to view data from submitted forms, you must select the following options in the Settings pane:

  • The process that the form is in.
  • The version of the process that the form is in, or select or All to retrieve data from all versions of the process. All is selected by default.
  • The specific form within the process.
  • The date range of the submissions you want to see.

After selecting these criteria in the Settings pane, click Apply.

Viewing Individual Form Submissions

Once you've selected your criteria in the Settings pane and clicked Apply, you can view the results in the main pane. To view individual submitted forms, make sure that you have Submissions selected as the view in the main pane. You can then scroll through views of the submitted forms by clicking in the left or right arrows.

Each submitted form view includes the following information:

  • The submitter's username
  • The time and date of submission
  • A view of the submitted form, so you can see all the fields and field values.

Viewing Aggregated Submission Data

To view the aggregate statistics of the submitted forms, click Reports in the main pane. This will bring up a view of each field in the form and statistics about the values that were submitted for each field.

For each form field, you can view data about submitted values in the following formats:

  • Table
  • Pie chart
  • Bar chart
  • Line chart

Click the icon corresponding to each format to view the data in that format. For pie charts and bar charts, you can click Download as JPEG to save an image file of the chart.

For long forms, you can expand and collapse the sections corresponding to specific fields to save screen space.

  • Click Expand all at the top of the page to expand all field sections.
  • Click Collapse all at the top of the page to collapse all field sections.
  • To expand or collapse just one section, click on the Expand or Collapse icon next to the field name.

Downloading Forms

Form results and submissions can be downloaded using the Download button in the upper right of the page. Click Download and choose from the following options:

  • File Type: Choose between CSV or XLSX.
  • Download Method: Choose Download Immediately to save the data to your local computer, or Email as a link to email the data.
  • Download Options: Select options to include details about choices and/or include deleted fields in the download.
  • The date range of the submissions you want to see.

After selecting your options, click Download.

Workload: Team and User Workloads

Use this report type to view which users or teams have the most in-progress or complete tasks.

On the Reports page, the Workload section lets you view how in-progress and completed tasks are distributed over users or teams.

Workload Report Settings

In the left pane, select the following options:

  • The process you want to view data for.
  • Select the desired version to review, or select or All to retrieve data from all versions of the process. All is selected by default.
  • Whether you want to see workloads for each user or for each team.
  • Whether you to include completed tasks in the data. If you don't select Completed tasks, only in-progress tasks will be shown
    • If you select Completed tasks, you can further specify the date range of completed tasks to view.

After selecting these criteria in the Settings pane, click Apply. If the selected process has sufficient data, you will see a bar chart displaying the number of tasks that each user/team has completed or has in progress.

Workload Details for a Process

Once you've created a bar chart report, you can expand the Details pane on the right to view data about who has the highest workload, highest number of completed tasks, and highest number of in-progress tasks.

Workload Details by User or Team

Once you've created a bar chart report, you can view more information about the workload of each user or team by clicking on the bar that corresponds to that workload. This expands a Details pane on the right that contains more details about the tasks represented by the bar. The Details pane contains information like:

  • The user or team's current tasks.
  • For a team, the number of unassigned tasks.
  • The most recently completed tasks.

From this view of a user's or team's workload details, you can navigate to a display of instance information about the overall process by clicking the number under Current Tasks or the item under Most recently completed tasks in the Details pane.

Irregularity: Viewing Process Irregularities

Use this report type to view suspended and terminated tasks to troubleshoot process issues.

On the Reports page, the Irregularity report shows you which tasks from a process have been suspended or terminated, and the number of times this occurred. This report displays statistics for both user tasks and service tasks.

Selecting a Process and Date Range

You can view suspended tasks, terminated tasks, or both for individual processes over a selected date range.

  1. From the Reports page, click on Irregularities.
  2. In the left pane, select the process of interest under Process.
  3. Under Version, select the desired version to review, or select or All to retrieve data from all versions of the process. All is selected by default.
  4. Under Date range, select the date range that you want to view data for.
  5. Under Task status, check which types of irregularities you wish to see. Both suspended and terminated are selected by default.
  6. Click Apply at the bottom of the pane. If your selected process has instances with irregularities in that date range, you'll see a bar chart showing you the tasks and number of irregularities for each task that occurred.

Chart of Irregularity Data

If you've selected a process and date range and the process has instances with irregularities in that range, you'll see a bar chart showing tasks with counts of irregularities. By default, the chart displays the following information:

  • Each bar represents a task in the process, and the number of times it has been suspended or terminated.
  • By default, the chart is in stacked view, combining suspended and terminated instances in a single bar separated by color. Click the Clustered chart icon () to view each type as a separate bar.
  • To view additional information about the tasks, click the bar area for that task. In the right pane, it will indicate the type of irregularity, with a link to View Tasks.
  • Click View Tasks to see and/or download a list of the instance details for each instance in which the irregularity occured.

This information can be useful for troubleshooting where in a process an issue may be occurring.

Excel and CSV Reports

In addition to these visual reports, the Monitor page lets you download an Excel or CSV file with information about the tasks or instances in a process.