Create, view and download workflow reports
This article provides a clear overview of how to create and manage workflows.
Workflows are essential for automating processes and enhancing efficiency.
Below, we break down key concepts, steps for building workflows, and how to view and manage workflow reports.
Key Terms
Building the workflow
Configuring the steps
Configuring the 2 types of workflows
Workflow: A series of steps designed to automate a process.
Activity: A form that users fill out on mobile or web.
Job: An automated action performed by the system.
Trigger: An event that initiates a workflow.
Step: A component of a workflow.
Workflow Instance: A specific instance of a workflow that has been started.
Workflow Report: A report containing data from a completed workflow.
Activity Report: A report containing data from a specific activity.
We have 2 types of workflow:
Single step workflow - A workflow with just one step
Multi step workflow - A workflow with multiple steps, used for more complex processes like order and delivery.
On the workflow summary page, you can drag and drop each workflow by clicking at the far right
Any user with Edit rights on the workflow has the right to drag and drop the workflows into any arrangement they want
First go to the workflow section.
A workflow is made of three components:
Activities
Jobs
Triggers
Web Hooks
In the visual editor(screen page edit workflow) you will see the list of available components. You can add them one after the other to form a workflow
When clicking on each step, you can define these parameters:
Can be Global, Teams, Single Team, Mobile Users, Single Mobile User.
It determines the various access which restrict the visibility and actions of the users who can see this step.
If a mobile user belongs to multiple teams and the scope is in single team, he can define the teams he wants to assign
Manual or Auto.
Manual means the mobile user or web user will have need to select it.
Auto means the assignment will be done automatically by the system according to the rules defined
Put different numbers of each steps has to happen in different visits. For example if the step 1 is a pre order and step 2 a delivery, and both happen at different visits, put visit number = 1 for step 1 and 2 for step 2
Here you can define the linking between the variable of the step and any information from the workflow report or list item using the meta expression builder.
To retrieve information from a previous step, just select the workflow report, the step and the field. To pass information between the two steps, the question types need to be of the same type.
Define here if certain conditions should determine that the workflow goes to the next step with the meta expression builder.
How long the step is valid
The step is editable if the toggle is enabled for the mobile users to be able to edit their completed workflows
Edition of completed activity reports on the mobile app is limited to 24hrs
If the step can fail
Workflows can be arranged in the order in which you want them to display on the mobile app by the help of a drag and drop function
For more information please View
We have 2 types of workflows
Single step workflow
Multi step workflow
A single step workflow contains only one step as shown below
When you click on the Sales step, this is where you set the different parameters listed a while above.
Save changes and confirm for the step added to be effect
A multi step workflow consists of a series of steps, the steps can be as many as you want depending on your linked use case.
An example of a multi step workflow is an order and delivery workflow linked as shown below.
In the multi step workflow, the parameters are slightly different from the single step workflow.
Here the visit numbers are consecutive. For example in our Order and delivery workflow, The order workflow will have the visit number one and on the second step, Delivery we'll have the visit number as two.
The visit numbers depend with the number of linked workflows/number of steps you usecase has.
On the assignment rule, the first step, select the option manual which means the mobile user will assign an activity to the next.
On the second step, Delivery, this is dependent on the Order placed which will in turn trigger assigning of the delivery activity
In this step the you will select the scope of the environment. The assignment rule will be none since no activity will be assigned to a third assignee (Order & Delivery)
The visit number will be 2 since it is the second step on the linked workflow.
You will be required to fill in the meta expression builder with important questions from the Order workflow activity questions in order for the filled questions to be prefilled in the delivery activity once an order on the first activity step is assigned/filled as shown below:
Note: All question types are linkable in the multistep workflows
Just below the questions in the workflow activity we have the condition for execution of step. This is where you set the condition linking the two linked steps
Here you define determinant conditions for workflow execution to the next step with the meta expression builder.
Then select then select the step settings tab enable the use last step customer toggle. The importance of the use last step customer is to be able to fetch and preselect the customer selected in the first step on the second step.
Ensure to set up the customer to use meta expression with the customer name list attribute for the use last step customer to function/work in the 2nd step/activity.
Once done configuring, save changes for all the changes done to effect.
Go to the workflows section in the menu. Identify the workflow you intend to view reports and click on it.
When you place your cursor on the selected workflow, several actionable options will be displayed, as will the current status for the workflow. This means you will be able to see if the Workflow has an error, if it is Ongoing or if it is completed.
Workflow reports will be displayed. Proceed by either filtering or searching for the workflow reports you intend to view.
In the expanded view, you can be able to view the different status of the workflow report submitted and workflow report name filled. To view your workflow reports in expanded view, click on the VIEW button.
The workflow reports will then be displayed in the expanded view as shown below.
Furthermore, you can view the dashboards related to a workflow of a specific activity report made. To view these dashboards, click on the workflow report name where a small screen will be displayed. Then click on the first expand icon at the bottom beside the workflow name.
Then select the insights tab to view the dashboards related to that Workflow.
You can also share Workflow report by clicking on the share icon at the top right of your report and a sharable link will be generated. This link will redirect you to a PDF file containing the details of the report.
Go to the Workflow section, select workflow. Click on the filter icon, select the filters for which you want to get the workflow reports. You will then obtain the results in csv and Excel format by clicking on the download icon/arrow.
Workflows are essential for automating processes and enhancing efficiency.
Below, we break down key concepts, steps for building workflows, and how to view and manage workflow reports.
Key Terms
Building the workflow
Configuring the steps
Configuring the 2 types of workflows
Key Terms
Workflow: A series of steps designed to automate a process.
Activity: A form that users fill out on mobile or web.
Job: An automated action performed by the system.
Trigger: An event that initiates a workflow.
Step: A component of a workflow.
Workflow Instance: A specific instance of a workflow that has been started.
Workflow Report: A report containing data from a completed workflow.
Activity Report: A report containing data from a specific activity.
We have 2 types of workflow:
Single step workflow - A workflow with just one step
Multi step workflow - A workflow with multiple steps, used for more complex processes like order and delivery.
Define the order in which the workflow display on mobile
On the workflow summary page, you can drag and drop each workflow by clicking at the far right
Any user with Edit rights on the workflow has the right to drag and drop the workflows into any arrangement they want
Building the workflow
First go to the workflow section.
A workflow is made of three components:
Activities
Jobs
Triggers
Web Hooks
In the visual editor(screen page edit workflow) you will see the list of available components. You can add them one after the other to form a workflow
Configuring the steps
When clicking on each step, you can define these parameters:
Scope.
Can be Global, Teams, Single Team, Mobile Users, Single Mobile User.
It determines the various access which restrict the visibility and actions of the users who can see this step.
If a mobile user belongs to multiple teams and the scope is in single team, he can define the teams he wants to assign
Assignment Rules
Manual or Auto.
Manual means the mobile user or web user will have need to select it.
Auto means the assignment will be done automatically by the system according to the rules defined
Visit number
Put different numbers of each steps has to happen in different visits. For example if the step 1 is a pre order and step 2 a delivery, and both happen at different visits, put visit number = 1 for step 1 and 2 for step 2
Variables of the activity of that step
Here you can define the linking between the variable of the step and any information from the workflow report or list item using the meta expression builder.
To retrieve information from a previous step, just select the workflow report, the step and the field. To pass information between the two steps, the question types need to be of the same type.
Condition for execution of the step
Define here if certain conditions should determine that the workflow goes to the next step with the meta expression builder.
Validity time
How long the step is valid
Is editable
The step is editable if the toggle is enabled for the mobile users to be able to edit their completed workflows
Edition of completed activity reports on the mobile app is limited to 24hrs
Allow failure
If the step can fail
Arrange workflows
Workflows can be arranged in the order in which you want them to display on the mobile app by the help of a drag and drop function
For more information please View
Configuring the two types of workflows
We have 2 types of workflows
Single step workflow
Multi step workflow
Single step workflow
A single step workflow contains only one step as shown below
When you click on the Sales step, this is where you set the different parameters listed a while above.
Save changes and confirm for the step added to be effect
Multi step workflow
A multi step workflow consists of a series of steps, the steps can be as many as you want depending on your linked use case.
An example of a multi step workflow is an order and delivery workflow linked as shown below.
In the multi step workflow, the parameters are slightly different from the single step workflow.
Here the visit numbers are consecutive. For example in our Order and delivery workflow, The order workflow will have the visit number one and on the second step, Delivery we'll have the visit number as two.
The visit numbers depend with the number of linked workflows/number of steps you usecase has.
On the assignment rule, the first step, select the option manual which means the mobile user will assign an activity to the next.
On the second step, Delivery, this is dependent on the Order placed which will in turn trigger assigning of the delivery activity
In this step the you will select the scope of the environment. The assignment rule will be none since no activity will be assigned to a third assignee (Order & Delivery)
The visit number will be 2 since it is the second step on the linked workflow.
You will be required to fill in the meta expression builder with important questions from the Order workflow activity questions in order for the filled questions to be prefilled in the delivery activity once an order on the first activity step is assigned/filled as shown below:
Note: All question types are linkable in the multistep workflows
Just below the questions in the workflow activity we have the condition for execution of step. This is where you set the condition linking the two linked steps
Here you define determinant conditions for workflow execution to the next step with the meta expression builder.
Then select then select the step settings tab enable the use last step customer toggle. The importance of the use last step customer is to be able to fetch and preselect the customer selected in the first step on the second step.
Ensure to set up the customer to use meta expression with the customer name list attribute for the use last step customer to function/work in the 2nd step/activity.
Once done configuring, save changes for all the changes done to effect.
View a workflow report
Go to the workflows section in the menu. Identify the workflow you intend to view reports and click on it.
When you place your cursor on the selected workflow, several actionable options will be displayed, as will the current status for the workflow. This means you will be able to see if the Workflow has an error, if it is Ongoing or if it is completed.
Workflow reports will be displayed. Proceed by either filtering or searching for the workflow reports you intend to view.
In the expanded view, you can be able to view the different status of the workflow report submitted and workflow report name filled. To view your workflow reports in expanded view, click on the VIEW button.
The workflow reports will then be displayed in the expanded view as shown below.
Furthermore, you can view the dashboards related to a workflow of a specific activity report made. To view these dashboards, click on the workflow report name where a small screen will be displayed. Then click on the first expand icon at the bottom beside the workflow name.
Then select the insights tab to view the dashboards related to that Workflow.
You can also share Workflow report by clicking on the share icon at the top right of your report and a sharable link will be generated. This link will redirect you to a PDF file containing the details of the report.
Download workflow reports.
Go to the Workflow section, select workflow. Click on the filter icon, select the filters for which you want to get the workflow reports. You will then obtain the results in csv and Excel format by clicking on the download icon/arrow.
Updated on: 22/11/2024
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