The ability to report is an important functionality of workflow systems. Reporting does not affect the process itself, but it makes its analysis much easier. First of all, it allows you to extract the data that is collected in the course of a flow. In Dew-X, reports are available from the level of a given process, through the icon at the bottom right of the screen (desktop version) If you are the Owner or Admin, you see an additional icon Generate a report or the menu in the bottom right corner for the mobile version Report in mobile Generating a report is possible for two types / states (In progress and Completed): Generate report
  1. Instances In progress This type of report will allow you to find out, for example, how many cases are still pending and to extract key information from them, e.g. the value of invoices, the nature of notifications, etc. It is therefore useful, for example, for ad hoc audits. This type of report does not include data from forms that were created (they are in the first activity of the process) but have not been sent. This is a deliberate procedure because the first activity (until it is sent) is often treated by users as a draft. When creating this report, the range of start dates of the process instance is given.
  2. Completed Instances These reports will contain the data collected during the process in their final version. When creating this report, the range of process instance end dates is provided.
Generate report form We have decided that the reports will be delivered as MS Excel files. Thanks to this, immediately after their generation, you will be able to perform further operations such as summing, filtering, sorting, creating pivot tables, charts, etc., etc. The xlsx file contains multiple sheets. The first is ~ Instance data, i.e. information about each successive process instance in the given date range, where each instance is a separate row. Subsequent sheets correspond to the activities of the process and if a given activity was performed by several people, the number of rows for a given instance is equal to the number of these people. If there were tables with data in the forms, they are represented in subsequent sheets of the workbook. Report xlsx Notes:
  • Owner and Admin will generate a report containing all instances, including those in which they did not participate.
  • If the process was modified and there were many versions in the given date range, the reports will include data columns from all versions, and its number will be presented in one of the columns.
  • If the name of an activity in a process or table is too long (more than 31 characters), it is impossible to include it completely in the sheet name. Therefore, longer names will be shortened. If, as a result of shortening, the names will duplicate, we will add the character ~ and a number to the next ones.
  • We recommend that you think about using the same field names in the next activities in the process, because only the last, final value is shown for fields with the same name in the summary sheet report. If your goal is to present each of these fields separately, call them different names, e.g .: – in the HR activity: HR Approval (instead of Approval) – on the activity Legal Department: Legal Approval (instead of Approval) – at the Management Board activity: Board approval (instead of Approval)