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 tab. This article discusses the Data tab in more detail.

NOTE: From the Data tab, 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 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 tab 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 in the image below. Completed actions are marked with a check, while actions that have been skipped or have not yet been completed will not have check marks.

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

To view a workflow's execution progress:

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 Progress tab that appears to the left.
3. 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.
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 execution progress, more detailed data on a published workflow is provided through the Workflow Data tab. This data shows the information entered into the workflow, including anything saved into square brackets.

For branched workflows, the branch that was taken by the user is shown.

Documents that have been uploaded as part of the workflow and assigned with a unique ID are also shown, together with a Download button for getting copies of the documents.

#NO_DATA# is shown under columns where users did not enter any data.

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 Data tab on the top right, then click the Workflow Data tab that appears to the left to display the available workflow data at the bottom.
   
   
3. By default, 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. To apply filters to the data, see To Filter Workflow Data. To download the data, see To Download Workflow 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 Actions Completed, Dates, Individual Users, Branches, and Square Brackets.

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.

1. To download workflow data to a CSV file, click the Download CSV button at the bottom. 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.

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.

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.