Analytics (reporting)

When you work in or manage a team, you sometimes have questions about the work in progress or completed work. For example, management decisions about team resources might depend on what work the team completed last month and what work remains incomplete. While day-to-day case work focuses on completing one task at a time, managing a team of case workers demands an aggregated overview of the team’s work.

The Analytics menu makes it possible to create and share reports that provide these overviews. Each report runs on demand and aggregates a process’ cases in tabular and graphical form in the web user interface.

Creating a new report

To create a new report, select Analytics in the menu, and then Create new report. Enter a name for your report that describes the data, such as First quarter sales. The finish setting up a basic report, use the list labelled Select a process to choose one of your organization’s published reports.

When you create a report and select a process, the report shows a table of all of the process’ cases. This report now appears in the list of reports that you see when you select Analytics. By default, only you can see the report in the list.

Viewing and exporting results

The report page’s table shows cases, with one case per row. The table header indicates the number of cases included in the report. Select Configure columns to choose which columns the table includes. This works the same way as Configuring case view table columns.

If you have special presentation requirements, you may want to use the same data to produce your own report using different software. To do this, you can download the same data as a CSV file that you can open in spreadsheet software.

Selecting cases to include

For most reports, you won’t want to include all of a process’ cases. After all, the Cases view already shows an overview of all cases. Instead, you can restrict which cases the report includes, by status or by the values of the process’ Variables.

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Selecting a process and whether to include open or closed cases

In this example, the Evaluate training course process collects ratings for training courses. To create a report that uses these evaluations, select closed cases, which correspond to completed evaluations.

Excluding cases with filters

Filtering by status lets you create separate reports for completed work, such as a monthly productivity report, and outstanding work. To filter cases by status, use the first pick-list to select between all cases, open cases and closed cases.

To filter cases by variables’ values, first select Add a filter condition. This adds a field condition, which works the same way as an Automatic decision condition. Select a field, such as Case / End date, a condition, such as is after, and a value, such as the last day of the previous month.

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Using a filter to exclude evaluations for courses other than Time management

You can add multiple conditions to further restrict which cases the report includes. A monthly case report would have two conditions for the Case / End date field, using the is after and is before conditions to define a date range.

Grouping and charts

As well as listing cases in a table, you can also group cases by one of the process variables, so that cases with the same value appear together in the table. Grouping cases can also add a visualisation to the report.

To show a pie chart of the different values for a variable, such as the course evaluation ratings, select the Rating variable from the Group by list. Then select the Count of Case values to count the evaluations with each distinct rating value.

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Grouping evaluations by rating, and counting the number of evaluations with rating 3, 4 or 5

Reports can also calculate average values for a numeric field, as well as counting cases. To show a bar chart of the average rating for each course, group by the Course (title) and show the Average of Rating values.

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Grouping evaluations by course title, and calculating each course’s averge rating

As well as Average, you can also show the Minimum or Maximum for each rating.

Sharing a report

You can share a report so that other people in your organisation can run the report, without the ability to edit the report’s configuration.

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To share a report, select the Share with others option in the menu, under the report title. On the dialogue box that opens, select people from the list.

Deleting a report

To delete a report, select the Delete report option from the top-right menu, under the report title.

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