Creating an Activity Report

AdminStudio 2023 | 25.0 | Reports

Edition:This feature is available in Workflow Manager only.

Every time an activity or event occurs during the completion of a request, Workflow Manager records that activity. You can view a listing of these activities in the Activity Report, a custom report which you define using the Report Wizard.

• Activities Displayed in the Activity Report
• Information that Can Be Included in an Activity Report
• How to Create an Activity Report

Activities Displayed in the Activity Report

The Activity Report lists a record for each time one of the following activities occurs during the completion of a request:

Activities Listed in the Activity Report

Activity

Description

Request Name Change

Occurs when a user edits the Workflow Name field on the Properties tab of the Workflow Request page and clicks Update.

Request Status Changed

Occurs when a user edits the Status of a request on the Properties tab of the Workflow Request page and clicks Update.

Data Acceptance Begins

Occurs when a user clicks the Submit button after they have entered all of the initial data that is required for a request (the Data Entry Step of the first Workflow Phase).

Note:This event occurs simultaneously with the Data Submission Complete event.

Data Acceptance Cancel

Occurs when a Workflow Administrator clicks the Reject Data button to reject the data submitted during a request’s Data Entry Step.

Each time data is rejected, three activities are recorded:

• Data Acceptance Cancel
• Data Rejected
• Data Submission Begins

Data Acceptance Complete

Occurs when a Workflow Administrator clicks the Accept Data button after reviewing the data submitted during a request’s Data Entry Step.

Data Changed

Occurs when a user clicks Update after editing data that was submitted as part of a request.

Data Edit

Occurs when a user clicks the name of a Data Entry Workflow Step, and then clicks the Edit Data button.

Data Rejected

Occurs when a Workflow Administrator clicks the Reject Data button to reject the data submitted during a request’s Data Entry Step.

Each time data is rejected, three activities are recorded:

• Data Acceptance Cancel
• Data Rejected
• Data Submission Begins

Data Submission Begins

Because the first Workflow Step of the first Workflow Phase of every Request is a Data Entry step, each time a Workflow Consumer or Workflow Administrator submits a new Request, this activity occurs when the Submit button is clicked.

Note:When Workflow Consumers submit a request, they are immediately prompted to enter the required data. However, when Workflow Administrators submit a request, they are not prompted to enter the required data until they click on the first workflow step of the first workflow phase on the Workflow Request page.

Data Submission Complete

Occurs when a user clicks the Submit button after they have entered all of the initial data that is required for a request (the Data Entry Step of the first Workflow Phase).

Note:This event occurs simultaneously with the Data Acceptance Begins event.

SLA Start

Occurs when a user clicks the Start Clock button on the Workflow Request page to restart monitoring of SLA time for the current workflow step.

SLA Stop

Occurs when a user clicks the Stop Clock button on the Workflow Request page to stop monitoring of SLA time for the current workflow step.

Workflow Phase Begins

Occurs when the last workflow step in the previous workflow phase is completed.

Workflow Phase Cancel

Occurs when all workflow steps in a workflow phase are rolled back.

Workflow Phase Complete

Occurs when the last Workflow Step of a Workflow Phase is completed.

Workflow Step Begins

Occurs when the previous Workflow Step in a Workflow is completed.

Workflow Step Cancel

Occurs when a Workflow is rolled back to previous Workflow Step, which cancels the completion state of all of the Workflow Steps between the current step and the one that is rolled back to.

Workflow Step Complete

Occurs when a Workflow Step is completed, one of the following events occurs (depending upon the Step Type):

• Data Entry/Edit—Occurs when a user clicks Submit after entering the required data.
• Normal—Occurs when a user clicks OK after entering time information on the Step Validation dialog box.
• Update History—Occurs when a user clicks OK after entering information on the Update History dialog box to document a Workflow Step/Phase.
• Workflow Assignment—Occurs when a user clicks Apply on the Assignment Details page after assigning a user to roles associated with this Request.
• Script Execution—Occurs when a user clicks this Workflow Step name on the Workflow Request page, which launches a user-specified executable file.
• Custom Web Page—Occurs when a user clicks this Workflow Step name on the Workflow Request page, which opens a user-specified URL address in a new browser window.

Workflow Step Rollback

Occurs when a user enters a reason for rollback and clicks the Rollback button on the Rollback Workflow Item dialog box (which is opened by clicking the check mark next to the name of a completed Workflow Step).

Information that Can Be Included in an Activity Report

Each time an activity occurs, the following information is recorded:

Available Activity Report Fields

Field

Description

Activity Date

Date and time that an activity occurred.

Activity Name

Name of event that was recorded. See Activities Displayed in the Activity Report for a complete list.

Activity Owner

User who was “assigned” to the Workflow Step that was active when the activity occurred; the user who performed the activity.

Workflow Name

Name of the request that the activity was associated with.

Data Major

Name of the data group that contains a data element that was modified.

Data Minor

Name of the data element that was modified.

New Value

Modified value of the edited data element.

Old Value

Previous value of the edited data element.

Project Name

Name of project that the request associated with this Activity is associated with.

Workflow Major

Name of the Workflow Phase that contains the Workflow Step that was current when the activity occurred.

Workflow Minor

Name of the Workflow Step that was current when the activity occurred.

When defining an Activity Report, you choose which of these fields to include in the report. You can also choose to include any data that was entered for a request, and you can also filter the report based upon the value of one of the available report fields.

How to Create an Activity Report

To create a Custom Activity Report, perform the following steps.

To create an Activity Report:

1. In the navigation bar, click Create Workflow Request Activity Report. The Select report objects panel of the Create Workflow Request Activity Report page opens.
2. Leave Activities selected and click Next. The Select report fields panel opens.
3. Select the report fields that you would like to include in the Activity Report and click Next. The Define report filters panel opens, where you can filter the data that you want to appear in the report.

Note:For a listing of the report fields available in the Activity Report, see Information that Can Be Included in an Activity Report.

4. Click on a field in the tree and set its filter on the right side using the drop-down boxes and the text box, selecting appropriate logical conditions which are populated according to the selected field. Each time you create a filter, click Add to add the filter to the current filter conditions.

Note:Even though you may not have included all of the available report fields in this report, you can still filter the data using all of these report fields.

5. Click Test to test the created query for your report.
6. When you are satisfied with the filter conditions, click Next. The Templates panel opens, listing all available Templates.
7. Expand the templates in the tree and select the data that you want to include in the report. All of the data groups and data elements associated with the selected template are listed.

To display only those templates that are in use in the Available Templates list, select the Templates in use only option.

8. Click Next. The Specify general information panel opens.
9. Enter a Report name and Description to clearly identify the contents and purpose of this report. This name and description will be listed on the All Reports page.
10. Select the Administrator and Consumer roles that you want to have permission to view this report.
11. Click Next. The Save and preview report panel opens, which displays all the information needed to create the report.
12. Click Save and preview. The report is generated. This report is also saved and now appears in the list on the All Reports page.