Appian process reports pull data from process models, process instances, or active tasks and other activities. Each process execution engine is paired with an analytics engine to gather the real-time report data contained in your active processes. These reports can then be used with a!queryProcessAnalytics() and interfaces to display data to users.
Reports are divided between the available process analytics engines for calculations and data processing. Any archived or deleted processes are not available for inclusion in a process report. Keep in mind that complex reports can be resource intensive to generate. See Report Performance for guidance on how to keep reports from consuming too many resources.
New process reports are created in Appian Designer by clicking the New menu from the application view, and select Process Report. A pop-up modal will appear.
Designers can either duplicate an existing process report or create one from scratch. When creating from scratch, designers will have the follow fields:
|Name||The name of the process report as it appears in Appian Designer and pickers.|
|Description||A description of the process report.|
|Report Type||The type of process report to be created. Designers can select
|Context Type||Dependent on the report type. Select the specific process report context.|
|Save In||The document folder to save the process report. Process reports are created as Appian Report Files and will have the file extension of
Duplicating an existing report will create a copy of a previously created report. Designers can change the name, description and save in folder, but not the report or context type of the duplicated report.
The three types of process reports expose different data and metrics from the analytics engines.
Process model reports gather data from different process models. There are three context options for these report types:
By default, when a process model report is created is will start with the following columns of data:
Process reports gather process data from all executed process models, from each execution of a single process model, or from each process executed by a single user. There are three context options for these report types:
By default, when a process model report is created is will start with the following columns of data:
Task report types gather task-related data. Select this report type if you need to report on task completion and status. Task reports list tasks that are
Paused. The context for task report type are as follows:
Pausedstatus for specified users.
Pausedstatus for specified groups.
Cancelled by Exceptionstatus for specified users.
Cancelled by Exceptionstatus for selected process models.
Cancelled by Exceptionstatus for selected process instances.
By default, when a task report is created is will start with the following columns of data:
Once a process report is created, designers can add, remove or edit columns of data. Additionally, filters can be added to the query.
Report data can be formatted and displayed in various ways using Columns (found on the data tab) and Filters. You can also define drill-down paths for report data that allow you to link to other data points.
You can define additional columns for your reports, remove columns, or set whether a column of data is displayed from the data tab. Some data columns are used only for sorting. See Adding Report Data to find out how to add and edit columns to a process report.
When clicking New Data or an existing column name, the Add/Edit Data modal will appear with the following parameters:
When a column is selected for grouping, rows that have the same values within the same column will collapse into a single row.
When selecting columns for grouping, move the grouped row up to the first column
Rows not grouped will have an additional parameter called Column Aggregation. Aggregations are calculations that you can perform on rows collapsed by grouping. The following aggregation options are available:
|Sum||This function adds each value in the column. Null values are excluded. Numerical values can be formatted using text or number formats.|
|Average||This function adds each value and divides the total by the number of items. If the column contains only null values, no results are displayed. Numerical values can be formatted using text or number formats.|
|Count||This function totals the number of items there are in the column of data.|
|Count (Exclude Null)||This function totals the number of items there are in the column of data, excluding any empty values.|
|Geometric Mean||To calculate the geometric mean of your data, each item in your data is multiplied, then the nth root is taken of the product with n being the number of items. For example, when the data set includes pv1 and pv2, the geometric mean solves for n such that n squared = pv1 * pv2.|
|Max||This function returns the largest value in the column.|
|Min||This function returns the smallest value in the column.|
|Standard Deviation||This function calculates the standard deviation of the selected data by taking the square root of its variance.|
|Variance||This function calculates the amount of variation within the values listed in the column, accounting for all possible values and how likely it is that any given value might appear on the list.|
|Percent True||This function returns the percentage of true values for Boolean valued array/column aggregations.|
|Percent False||This function returns the percentage of false values for Boolean valued array/column aggregations.|
|Concatenate||This function merges the selected data, including any repeated values.|
|Concatenate w/o Repetition||This function merges the selected data and omits repeated values.|
To add a new filter rule to a report, do the following:
The new filters appear for the report view, but you still need to save the report to apply the changes to end users.
The report toolbar lets designers access options for viewing and editing a report.
|Save the current report view. You must have administrator rights for this option to be displayed.|
|Save a copy of the report view, in order to create a customized version. Not Recommended. Use the duplicate existing process report option when creating a new report instead.|
|Print a report view.|
|Export the data displayed within the report view to Microsoft Excel. All rows and columns are evaluated, serialized, and returned when the report is exported. This includes more calculation than simply viewing the report and may cause a report that normally renders with no issue in Appian to time out. When exporting a report, up to 5000 rows are exported (by default).|
|Refresh the report view.|
|Configure the report view. Click Edit to display the report View Options dialog box in a new window. This dialog box allows you to add report data or edit report filters.|
|Appears, when a report contains more rows of data than the number of rows per page set by the report designer (which is 25 rows, by default) the report paging controls appear in the toolbar. Drilling down into subsequent pages of a report can be slower than viewing the first page, as the report is regenerated each time.The total number of pages rendered for your report is limited (approximately 10,000 rows worth of pages in a standard configuration). If the calculated number of rows for the report exceeds the number of rows that can be displayed, the paging controls do not allow you to view report pages that would exceed the report limit.|
|Displays the list of data columns that will be included in the process report. Report Data can be added or updated by clicking on the Add or Update Columns link.|
|Display the filter options for your report.|
|Click to view the Report Performance Details page.|
|Display dynamic filters. Clicking this button displays filter options above report columns that contain data in the following formats: Text, Number, Date, Time, Username, User or Group Name. Note Dynamic filters only work in the report view.|
|Hides the dynamic filter toolbar.|
|A count of the total number of rows in the report is displayed when rows are not combined by grouping.|
The System Reports folder of the Default Community allows users to select one of several out-of-the-box process reports. The following categories of existing reports are available for use as report templates.
|All Process Models||Each process model is listed, showing its name, description, creator, and when it was created.|
|Process Details per Process Model||This report requires that you select a process model. Once a process model is selected, statistics are displayed for all instances of the selected process model.|
|Process Model Versions||This report first requires you to select a process model (the report context). Once a Process Model is selected, the different versions of the process model are displayed, along with statistics – such as the number of completed processes – and running processes for each version of the process model.|
|Running Processes||This report requires you to select a process model (the report context). Once a Process Model is selected, all running processes of the selected process model are displayed, along with statistics for each process instance (each activated process).|
|Default Process Model Optimization Metrics||Select a process model (the report context). The average lag time and average completion time of the tasks from each process are displayed.|
|Default Process Optimization Metrics||Select a process instance as the report context. The actual lag time and actual completion time of the tasks in the selected process are displayed. These report columns are also displayed as metrics within the process modeler when editing a running process and the View > Display node statistics option is selected.|
|Active Processes||Active processes that you can view are displayed on this report.|
|All Processes||Processes that have been started are displayed. Processes that are active, processes that have been completed, and canceled processes are listed.|
|Cancelled Processes||Processes that have been canceled are displayed.|
|Completed Processes||Processes that have completed execution are displayed within this report.|
|Starred Processes||Processes that have been marked as a favorite by the currently logged in user, are displayed in this report.|
|Paused Processes||Processes that have been paused are displayed within this report.|
|Processes Started by Me||Processes started by the currently logged in user are listed.|
|Processes with Problems||Processes that have been started by the currently logged in user are displayed.|
|Sub-processes per Process||This report first asks you to select a process (the report context). All sub-processes that have been triggered by the given process are displayed.|
|Favorite Process Models||Process models that you have selected as favorites are listed, including their descriptions, who created them, and when they were created.|
|Most Active Process Models||The most-frequently used process models are listed based on the number of times each process model is launched. Process models are only listed in this report when the following conditions are met: (1) the model must have been started at least once, (2) the logged in user viewing the report data my have at least viewer access to a process instance, and (3) processes may not have any task that are cancelled by exception.|
|Statistics Across Processes||Executed processes are listed, regardless of the current state. Statistics for each process are also included.|
|Active Tasks||All active tasks assigned to the currently logged in user appear within the report.|
|All Tasks||All tasks that have been assigned to you (completed, canceled, or active) appear within this report.|
|Completed Tasks||All tasks that you have completed appear on this report.|
|Current Tasks for Process||This report displays active tasks for a selected process (the report context).|
|Starred Tasks||Tasks that have been selected as a favorite by the currently logged in user are displayed.|
|High Priority Tasks||All tasks issued by a process can have one of three priority levels:
|Overdue Tasks||Lists all active tasks that have exceeded the deadline date.|
|Tasks Due Today||Lists all tasks that have their deadline date set to today.|
|Task for Group||Using a picker, select a group in which you are a member of. You can be a group member or an administrator. All tasks that have been assigned to the group are displayed on the report.|
|Tasks for Group Members||This report requires you to first select a group. This report displays all tasks assigned to the group, but not yet accepted by anyone and all tasks accepted by any group member (regardless of original assignment).|
|Tasks per Process Model||This report requires you to first select a process model. Using a picker, you can select one or more process models. Upon selecting a process model, all tasks issued by processes of the given process model(s) are displayed within the report.|
By default only the process report creator and system administrators have any access to the process report.
The following actions can be completed in each role:
|View the process report||Yes||Yes||Yes||No|
|Update the process report||Yes||Yes||No||No|
|View the security in the application view||Yes||Yes||No||No|
|Rename the process report||Yes||Yes||No||No|
|Delete the process report||Yes||No||No||No|
|Update the security||Yes||No||No||No|
Security for the data displayed in an process report is based on the security of the underlying data source. Users must have at least view rights to the data to view it within the report and any expressions or interfaces using the process report.
All versions of an object are saved and designers can view the definitions of old versions; however, when invoked, it is always the latest version that executes.
Versions of a single object can be accessed by users with Viewer permissions, by doing one of the following:
This option opens the Versions dialog with a list of versions:
If you wish to revert to an older version, open that version by clicking on it and save it. This will create a new version of the object with the definition that is currently loaded in the designer. Modifying a previous version and saving it as the latest version does not affect the old version. To avoid confusion, you should close the tab from which you opened the Versions dialog, since it now contains an old version.
Versions can be deleted by users with Editor permissions and if there are multiple versions. A single version can be deleted by clicking the corresponding red X in the rightmost column of the versions grid.
Bulk deletion can be done by selecting filter criteria that returns multiple versions, which causes a message to appear that prompts you to delete the filtered versions. If the latest version is included in the filtered results, it will not be affected by the bulk deletion. This allows for easier and faster cleanup of object versions, in order to maintain useful versions and prevent version buildup that may affect engine memory.
Process Analytics operates on a separate server that aggregates information from different servers. It requests regular updates from the execution servers and receives changes from the design server.
In order to assure that the analytics server is in sync with the execution data, it will issue a database update call to all of the execution servers.
The following settings must be configured during process model design time; these settings impact all reports produced by the analytics engine. Each of these settings will impact on any report produced by the analytics engine for a given process model or task.
Hidden Process Variables
Certain information in a process (such as the salary for a new employee in an employee on-boarding process, for example) should be accessible to only a few participants in the process (such as the hiring manager). These variables can be designated as "hidden" at design time and are not then visible to anyone. These designated process variables are not subject to ordinary analytics and cannot be used in a report.
Target Completion Time
While designing a process, the process modeler must specify a target completion time for the given process and target and lag times for a process through the Process Model Properties configuration screen and the node properties screen respectively. Setting such metrics enables real-time analytics to flag certain performance outliers and enables the system or an appropriate user to trigger an escalation.