Workflow Reports

The following reports are available for the Workflow module: Active Workflow Sorted by Staff and WF Code, Last Activity Report, Mail and Workflow Productivity, Open Workflow by Staff, Workflow Step Duration, Workflow Active and Queued Step, Workflow Activity, Workflow Codes Active, Workflow Codes Closed, Workflow Days Inactive, Workflow Detail, Workflow Inactive Over 30 Days, Workflow Open Staff, Workflow Productivity by Staff and Code, Workflow by Location, Workflow by Staff, Workflow Status Summary, Workflow Summary by County and Code, and Workflow With Notes Added.

Active Workflow Sorted by Staff and WF Code

The Active Workflow Sorted by Staff and WF Code report shows the total number of open and closed workflows for each selected user for the selected date range along with a count for each workflow code. The report output options include Microsoft Word, Microsoft Excel 2007, Microsoft Excel 2003 and PDF. There is also an option to run the report in the background.

Last Activity Report

The Last Activity Report shows the last activity for open workflow with no activity for a specified number of days. It includes options for selecting which workflow activities should be included or not included. In addition, the report can be filtered by Workflow Template, Users or Groups. The report output options include Microsoft Word, Microsoft Excel and PDF. There is also an option to run the report in the background. For each workflow, the report contains the assigned staff, workflow ID, workflow codes, primary person, number of days open, last activity date and number of days inactive.

Mail and Workflow Productivity

The Mail and Workflow Productivity report shows mail and workflow activity for a user-specified date range. There is also an option to run the report in the background. The first table in the report contains totals for pending, received, completed and turn around time for mail and workflow for the selected date range. The second table includes the count and percentage of closed mail by letter type (form or custom) for the selected date range. The third and fourth tables provide the following volume trends and top 5 issues for Mail and Workflow:

Mail Volume Trends – Based on the In Date, shows letters for three time periods and the average number of letters for the past 10 weeks.

New Mail - Top 5 Issues – Shows the count for the top five issue codes in mail with an In Date that falls within the selected time frame.

New Mail by Staff (Top 5) – Counts mail with an In Date that falls within the selected time frame. Based on the name in the Mail Record Assigned to field, this table shows the top five staff members generating this mail and shows the amount of mail for each staff member.

Pending Mail by Staff (Top 5) – As of the report date, shows the five staff members with the most number of pending letters (mail that has not been closed). The table shows the number of pending letters for each staff member.

Workflow Volume Trends – Shows the number of workflows with an open date that falls within three time periods and the average number of workflows opened during the past ten weeks.

New Workflows – Top 5 Issues – Shows the count for the top five issue codes in open workflows.

New Workflows by Staff (Top 5) – Counts workflow steps assigned during the selected time frame and shows the staff members who were assigned the most (top five) during that period.

Open Workflows by Staff (Top 5) – As of the report date, shows the five staff members with the most number of active workflow steps and the number of active workflow steps for each staff member.

Open Workflow by Staff Report

The Open Workflow by Staff report lets you report on all open workflow for selected staff. You can also limit the report to selected templates and workflow codes. The report provides the following information for all open workflow meeting the criteria you select: the assigned staff, the date the workflow was opened, the primary People record for the workflow, workflow codes associated with the workflow, and the number of days the workflow has been open. The total number of open workflows assigned to each staff member and the average number of days workflows remained open for each staff member are also shown.

Workflow Step Duration Reports

There are two Workflow Step Duration reports. Both reports show, for all templates used during a date range, the number of days each closed step spent in the Queued or Active status. The Workflow Step Duration by Staff report is sorted by template (type of workflow), and within each template by staff. The Workflow Step Duration by Step report is sorted by template, and within each template by step.

Workflow Active and Queued Step Report

This report lists all open workflow by active and queued step owners. For each open workflow, the report shows the Workflow ID, the primary person attached to the workflow, days open, workflow code, and days inactive. Days Inactive is the number of days during which there has been no activity for an open workflow. Workflow activities include adding notes, sending mail, receiving incoming mail, and printing mail.

The following options are available when selecting staff on whom you want to report.

Report on All Staff (Active and Suspended) – Select this option to include workflows for all members of the staff.

Report on All Active Staff – Select this option to include workflows for active staff members only (this option excludes suspended staff members).

Report on Selected Staff (Active and Suspended) – Select this option to limit the report to only those staff members whose names you select. When you select this option, the check boxes next to staff names become available for selection.

Report on Selected Active Staff – Select this option to limit the report to active staff members whose names you select. When you select this option, the names of suspended staff members disappear from the list of staff names available for check box selection.

Report on Groups – Select one of the group options so report on all or active members of all or selected groups.

Workflow Activity Report

The Workflow Activity Report lets you report on the last activity for each open workflow for all or selected staff. For each staff person, the report lists all open workflows, indicating the date of the last action on each. Also included for each workflow are the workflow ID, workflow code, primary person, and the number of days the workflow has been open. The report also shows the total number of open workflows for each staff person and the total number of all open workflows.

To run the report for all staff members, click in the Report on specific staff assigned field and select No and then click the Run Report button.

To run the report for one or more selected staff members, click in the Report on Specific staff assigned field and select Yes. Then click the search icon next to the field and select staff members for whom you want to run the report.

To select a name, click a name in the Available field and then click the Add button next to that box. To find a name, use the scroll bar or type the first letter of the first name.

To remove a name, click a name in the Selected field and then click the Remove button.

When you’re finished selecting names, click the Save button at the bottom of the Users dialog box. The selected users appear in the Assigned Staff to report on field.

Click the Run Report button to generate the report.

Workflow Codes Active

This report provides a listing of open workflows for each user by workflow code and the average time open (in days). You can optionally limit the report to a selected group of users. The report is sorted by user and displays the user name, workflow code, total workflows for each user and each workflow code and average time open for each user and workflow code. The total workflows for all selected users appears at the bottom of the report with the average time open for all workflows.

Workflow Codes Closed

The Workflow Codes Closed provides a listing of closed workflows for each user in a group by workflow code and the average time to complete (in days). Criteria for this report include a date range and group. The report is sorted by user and displays the user name, workflow code, total workflows for each user and each workflow code and average time to complete for each user and workflow code. The total closed workflows for all selected users appears at the bottom of the report with the average time to complete for all workflows.

Workflow Days Inactive

This report provides a listing of all pending workflow sorted by assigned staff and then by days inactive or date opened.  The report displays the assigned staff, primary person, the date the workflow was opened, workflow codes or comments and days inactive. Note: If the workflow does not have a Primary Person selected then the report will display all attached people or "no person attached" in the Name column. In addition, the Subject column will display the workflow comments if the workflow does not contain any workflow codes.

Workflow Detail Report

This report provides detailed information about open and/or closed workflow that are queued or assigned to or opened by users or groups. Criteria for the Workflow Detail Report include workflow open, closed and due dates, step remind and due dates, step status, select list, workflow id, text search, custom fields, current step, workflow code or category and workflow template. Once you've entered your criteria and selected the field by which you want to sort the report, click the Run Report button at the bottom of the page. For each workflow, the report shows the Workflow ID, the primary person, their municipality, the workflow opened and closed dates, workflow codes, the person to whom the workflow is assigned, the step status and remind date, the workflow and step due dates, the priority, the workflow description and the last step note.

Workflow Inactive Over 30 Days

The Workflow Inactive Over 30 Days report lets you report on all open workflows with no activity in the last 30 days. You can optionally limit the report to a selected workflow template, group of users or assigned staff. For each workflow, the report shows the Workflow ID, constituent's name, workflow code and the date last worked on. The workflows are grouped by the caseworker with total number of workflows for each selected caseworker.

Workflow Open Staff

The Workflow Open Staff report lets you report on all open workflow for a select list. The report provides the following information for all open workflow meeting the criteria you select: the assigned staff, the date the workflow was opened, the primary People record for the workflow, workflow codes associated with the workflow, and the number of days the workflow has been open. The total number of open workflows assigned to each staff member and the average number of days workflows remained open are also shown.

Workflow Productivity Report by Staff and Code

This report provides a listing of workflows closed by each staff member within a user-defined date range. The report shows the Staff, Workflow ID, Primary Person, Workflow Codes, the date the workflow was opened, and the date it was closed. It also shows the number of workflows closed by each staff member and the total number of workflows closed during the period.

The following options are available for this report:

Date Options – Specify your desired date range by entering the workflow closed dates you want to include in this report in the Start Date and End Date fields. Type the date in the field or click the calendar icon next to the field and select a date from the calendar that appears. The current date is used for the end of the range if you enter nothing in the End Date field.

Staff Options – Use the default option Yes in the Report on All Staff field to include all staff members in the report. Click in this field and select No to report on those users you enter in the Selected Staff to Report on field. Click the search icon next to the field to select members for whom you want to run the report.

To select a name, click a name in the Available field and then click the Add button next to that box. To find a name, use the scroll bar or type the first letter of the first name.

To remove a name, click a name in the Selected field and then click the Remove button.

When you’re finished selecting names, click the Save button at the bottom of the Users dialog box. The selected users appear in the Selected Staff to Report on field.

Click the Run Report button to generate the report.

Workflow Report by Location

This report provides detailed information about selected workflows sorted by location. The Staff, Workflow ID, Opened Date, Closed Date, Primary Person, and Workflow Code are displayed for each workflow record. The total number of selected workflows for each location is displayed in the Location/Staff column.

The following options are available for this report:

Date Options – Specify your desired date range by entering the workflow closed dates you want to include in this report in the Start Date and End Date fields. Type the date in the field or click the calendar icon next to the field and select a date from the calendar that appears. The current date is used for the end of the range if you enter nothing in the End Date field.

Staff Options – Use the default option Yes in the Report on All Staff field to include all staff members in the report. Click in this field and select No to report on those users you enter in the Selected Staff to Report on field. Click the search icon next to the field to select members for whom you want to run the report.

To select a name, click a name in the Available field and then click the Add button next to that box. To find a name, use the scroll bar or type the first letter of the first name.

To remove a name, click a name in the Selected field and then click the Remove button.

When you’re finished selecting names, click the Save button at the bottom of the Users dialog box. The selected users appear in the Selected Staff to report on field.

Workflow Status to Report on  – Select the Open and Closed Workflow option to report on all selected workflow, regardless of open or closed status. Select the Open Workflow Only option to report only on workflows with an open status. Select the Closed Workflow Only option to report only on workflows with a closed status.

Location to Report on  – Click in this field and select City, County or Zip Code.

Workflow Report by Staff

This report provides detailed information about selected workflows sorted by staff. Within each primary staff sort, the workflows are sorted by status and then workflow ID. The Date Opened, Date Closed, Primary Person, WF Code, and Time To Close are displayed for each workflow record. Counts of the Total for Open and the Total for Queued are displayed at the end of each staff member section.

The following options are available for this report:

Select Options – This report can be run on an existing workflow list or a user-defined date range:

To run this report on an existing list, select the Use Select List option, click in the field, and select a list.

To run this report on a user-defined date range, select the Workflow Opened from option and specify the desired date range by entering the dates of workflows you want to include in this report in the From and To fields.

Status Options – Select the Both Open and Closed Workflow option to report on all selected workflows, regardless of open or closed status. Select the Open Workflow Only option to report only on workflows with an open status. Select the Closed Workflow Only option to report only on workflows with a closed status.

Staff Options – Select the Report on All Staff (Active and Suspended) option to include workflows by all members of the staff in this report. Select the Report on All Active Staff option to include workflows for active staff members only (this option excludes suspended staff members). Select the Report on Selected Staff (Active and Suspended) option to limit the report to only those staff members whose names you select. When you select this option, the check boxes next to staff names become available for selection. Select the Report on Selected Active Staff option to limit the report to active staff members whose names you select. When you select this option, the names of suspended staff members disappear from the list of staff names available for check box selection.

Workflow Status Summary

This report provides a summary of workflows opened or closed during a specified date range. For each selected step owner, the report shows the number of active, queued, and closed workflows sorted by workflow code. For closed workflows, the closed status code appears along with the number of workflows closed with that status. You can run this report in the background, which is recommended if the selected date range results in a large number of workflows.

The following options are available for this report:

Starting and Ending Date – Type a begin and end date to limit the report to those workflows opened or closed during that date range. You can also click the calendar icon next to the fields and select a date from the calendar that appears. Both of these dates are required in order to run the report.

Limit Report to Selected Staff - Select No to run the report for all staff. Select Yes if you would like to limit the report to one or more users. If you select Yes, click the lookup icon to select the staff from the list.

Workflow Summary by County and Code

This report provides a summary of open and closed workflow for a user defined date range sorted by the county of the primary person. For each county, the number of associated Workflow Codes appear by descending count. If the workflow record contains more than one workflow code, each code is displayed for the associated county. So for example, if the county of the primary person is Montgomery and the workflow record contains the workflow codes AG and EPA, both of those codes would be listed in the County column under Montgomery.

Workflow With Notes Added

The Workflow With Notes Added report lets you report on all open or closed workflows that contain notes. You can optionally limit the report to a selected date range, group of users or assigned staff. An option to include audit notes is also available. The report displays the caseworker's name, total open workflow, total closed workflow and total workflows for the selected date range and users.