Viewing Progress, Workflow Data, and Users

AUTTO logs the number of times a workflow is executed and saves the data it gathers every time it is executed. The data is downloadable as a CSV or XLSX file. It is available from a published workflow's Data page. This article discusses the Data page in more detail.

NOTE: From the Data page, AUTTO also generates analytics reports that show the number and percentage of users and the amount of time it takes these users to make it through a workflow's nodes. The analytics reports can be saved or downloaded as a PDF file. For more information, see Analytics in AUTTO.

Table of Contents

• Introduction
• Viewing a Workflow's Execution Progress
• Viewing, Filtering, and Downloading Detailed Workflow Data
  • To View Workflow Data
  • To Filter Workflow Data
  • To Download Workflow Data
• Viewing and Managing Users of a Published Workflow
  • To View User Details
  • To Invite a New User to the Workflow
  • To Edit the Email Invitation Template
  • To Change the Status of a User

Introduction

A workflow's execution progress and the data it collects when it is run can be viewed from the Data page on the Workflow Editor.

Viewing a Workflow's Execution Progress

A workflow's execution progress shows how users have been progressing through the workflow's Actions. For example, a workflow with a Form and Page action aside from the Start action will have a progress tracker like the one shown in the image below. Completed actions are marked with a check, while actions that have been skipped or have not yet been completed are blank.

NOTE: Workflows with two or more branches (see Branching a Workflow) will show empty columns in the Progress tracker. This means that the user did not go through the actions in those branches.

To view how your users are progressing through a workflow:

1. On the Admin Dashboard, look for the published workflow, then click Edit.
2. On the Workflow Editor, click the Data button on the top right.
   
   
   
   
3. Under the Progress tab, select the workflow version, if applicable, from the list. Otherwise, skip to Step 4.
   
   
   
   
4. To download a copy of the progress data in either CSV or XLSX format, click the appropriate buttons on the bottom of the Progress tracker.
   
   
5. On the Download data window, enter your password, then click Done. The copies are then saved to the default download folder on your PC.

Viewing, Filtering, and Downloading Detailed Workflow Data

In contrast to the summary data available in the Progress tab, more detailed data on a published workflow is provided through the Workflow Data tab. All information entered into the workflow, including data saved into square brackets, are found under this tab.

When you open the Workflow Data tab, the username, user reference, email address, workflow reference, session ID, and the completion date, or the date the user completed the workflow, are displayed on the columns below.

Each user who goes through a workflow will have a unique user reference number. The dates and times when a user started and/or completed the workflow are also given, serving as a comprehensive audit trail of the user's actions on the workflow. 

To View Workflow Data

To view detailed data about a published workflow:

1. On the Admin Dashboard, look for the published workflow, then click Edit.
2. On the Workflow Editor, click the Workflow Data tab on the top right, then click the Workflow Data tab that appears to the left.
   
   
   
   
3. By default, a summary of the current version's workflow data is displayed. If applicable, you may view workflow data for other versions by selecting the version number from the list.
   
   
   
   NOTE: To apply filters to the data, see To Filter Workflow Data. To download the data, see To Download Workflow Data.
   
   
4. Click the button on the rightmost column to open the complete details about the workflow execution in a separate browser window or tab.
   
   

NOTE: #NO_DATA# is shown in fields that users left blank or did not enter any data.

To Filter Workflow Data

You may narrow down the detailed workflow data to make them more manageable when required. You may filter the data by Action Completed and/or Date.

To filter the data for a published workflow:

1. Click the Filter button to the right of the version number.
   
   
   
   
2. Select from the available filter options.
3. Click Query to apply the selected filters to the workflow data.

TIP! When filtering square brackets, enter the expected data that was entered into the square bracket to show a list of workflows that meet the filter condition. For example, in a Country square bracket, you can enter United Kingdom. To show the workflows that a user has gone through, search for the name of the user.

To Download Workflow Data

You may download workflow data to either a CSV or XSLX file to facilitate its review using different software such as Microsoft Excel.

1. To download workflow data to a CSV file, click the Download CSV button. To download to an XLSX file, click the Download XLSX button instead.
   
   
2. Enter your password, then click Done. The file is saved to the default download folder on your PC.

NOTE: If you filtered the data (see To Filter Workflow Data), only the filtered data will be downloaded.

Viewing and Managing Users of a Published Workflow

Names, email addresses, and status of a published workflow's users are provided through the Users tab. From here, you can also invite users to the workflow, and customize the invitation email as well.

You can also update the status of a user from Active to Suspended or vice versa from here. Suspended users will not be able to use the workflow until they have been made Active again.

To View User Details

1. On the Admin Dashboard, look for the published workflow, then click Edit.
2. On the Workflow Editor, click the Data tab on the top right, then click the Users tab that appears to the left.
   
   

NOTE: If you find the data to be incomplete, e.g., the email address is missing (as seen in the screenshot above), this may be due to the workflow being set as Public, meaning even unregistered users have access to it.

To Invite a New User to the Workflow

Typically, users are added to user groups with access to specific workflows. However, you can also invite a user to a workflow via the Users tab on the Data page.

To invite a user to a workflow, under the Email section on top, enter the user's email address, then click Invite. This sends an invitation email to the user.

To Edit the Email Invitation Template

While there is a default email template for new users added to the workflow, you can edit this if required.

To edit the invitation email template:

1. Click the Edit Invitation button under the Email section at the top.
2. On the Edit Invitation window, make your changes to the template.
3. Optionally, click the Send Test button to send a test email to yourself with an inactive link.
4. Click Done to save your changes and exit the Edit Invitation window.

To Change the Status of a User

You may change the status of a user from Active to Suspended or vice versa. To change the status, select the status from the list, then click Update.