View this page in the latest version of Appian. Manage Process Views Share Share via LinkedIn Reddit Email Copy Link Print On This Page This page applies to business users. It describes how to manage process views in process insights. Overview A process view is a subset of cases that is defined by a set of filters. By default, the system-provided All Cases view is available for all processes. You can create custom views to focus on specific types of cases. Creating a view helps you explore how similar cases or parts of processes are performing. A view represents a meaningful segment of your cases that you want to focus your exploration on. For example, in a Financial Customer Onboarding process, you may want to create a view of cases involving corporate accounts only. Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close Each view includes key metrics and charts, in addition to the process diagram for the cases represented in the view. Once you've familiarized yourself with the data in a process view, you can start drilling down on specific activities, sequences, or attributes that might be slowing the process down. Tip: By default, a view shows you process data without date restrictions. To set a specific date range for the data, use the Time Period option. View permissions You can manage views based on process permissions and whether the view is the system-provided All Cases view or is created by users, as summarized in the table below. Task All Cases View User-created Views Access a view 🅐 Ⓥ 🅐 Ⓥ Access view filters – 🅐 Create a view 🅐 🅐 Pin or unpin a view 🅐 🅐 Pin or unpin a view 🅐 🅐 Rename a view 🅐 🅐 Edit view filters 🅐 🅐 Define the expected activity order 🅐 🅐 Define activity costs 🅐 🅐 Delete a view 🅐 🅐 Drill down to insights 🅐 (Average Case Duration KPI only) 🅐 (Count or Duration KPIs only) Legend: 🅐 = Process Analyst; Ⓥ = Process Viewer When to create a view When you decide to create a view, keep in mind that you can compare data for cases within a view, but not between views. DO create a view based on... DON'T create a view based on... Case status. For example, creating a view that focuses on closed cases means you'll be reviewing a historical analysis of complete flows, rather than partial, in-progress flows. Intended flow. Depending on how your data is stored, a single process data might track intentionally different flows. For example, in a process that tracks sales deals, closing a software deal might have different steps than closing a training deal. You wouldn't gather meaningful insights by comparing software deals to training deals. Instead, explore the different flows as different views. Part of a process. You might want to create a view based on a specific phase or part of a process. For example, in a process that includes activities that must be completed by external partners, you may want to focus on only the activities that your organization controls. A single region. Performance for a specific region is typically only meaningful in comparison to other regions. Instead of creating views for each region, explore performance across different values of a region attribute within a single view. A single attribute, sequence, or activity you've got a hunch about. Instead, explore the attribute or activity in an existing view, then create a KPI to validate your hunch. Narrowing your focus down too quickly can limit the insights you might uncover. Create a view You must have Analyst permissions for a process to create a view. To create a view: While exploring at the process level, go to the PINNED VIEWS section of the page. In the header of the section, click CREATE VIEW. The CREATE VIEW dialog displays, with the Start Your View step active. Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close Continue as appropriate: By default, the Browse Suggested Views option is selected, and a list of suggested views displays. The suggested views are generated per process, rather than per user, so all users will see the same suggested views. To start with a suggested view, select the view that looks most relevant to you, and proceed through the steps. You can edit all of the details in a suggested view. Tip: Suggested views are available in select regions. To start from an existing view, select Start From Existing View, then select the view you want to use as the basis for the new view. To start from scratch, select Start From Scratch. Click NEXT. The Filters step displays. Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close If you started with a suggested or existing view, the Filters section displays the suggested or existing filters. If you started from scratch, the section is empty. Click ADD FILTER. Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close The filter properties section displays. For example: Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close Configure the filter properties. You can filter on cases with a specific attribute, activity, sequence, or duration, as described in the following tables. Cases with a specific attribute value Property Action Filter Type Select Characteristic. Characteristic Type Select Attribute. Attribute Select the name of the attribute you want to filter on. Operator Select an appropriate operator: Equals: Cases in the view must have the selected attribute value(s). Does not equal: Cases in the view cannot have the selected attribute value(s). Attribute Value Select any values for the attribute you want to filter on. For example, if you select Country as Attribute, Equals as Operator, and Spain and Italy as Attribute Value, the view would include only cases from Spain or Italy. Cases with a specific activity Property Action Filter Type Select Characteristic. Characteristic Type Select Activity. Operator Select the appropriate operator: Includes all: Cases in the view must include all of the selected activities. Does not include any: Cases in the view cannot include any of the selected activities. Starts with any: Cases in the view can start with any of the selected activities. Does not start with any: Cases in the view cannot start with any of the selected activities. Ends with any: Cases in the view can end with any of the selected activities. Does not end with any: Cases in the view cannot end with any of the selected activities. Activities Select the activities you want to filter on. For example, if you select Includes all as Operator and KYC Review and Financial Review as Activities, the view would include only cases that include both the KYC Review and Financial Review activities. Cases with a specific sequence Property Action Filter Type Select Characteristic. Characteristic Type Select Sequence. Sequence Type Select one of the following: Direct: In the sequence, the start activity is immediately followed by the end activity. The view will filter cases with direct sequences only. For example, Action A to Action C. Indirect: In the sequence, the start activity is followed by the end activity but other activities can occur between them. The view will filter cases with both direct (Action A to Action C) and indirect (Action A to Action B to Action C) versions of the sequence. Operator Select the appropriate operator: Includes: Cases in the view must include the specified sequence. Does not include: Cases in the view cannot include the specified sequence. Start Activity Select the first activity in the sequence you want to filter on. End Activity Select second activity in the sequence you want to filter on. For example, if you select Direct as Sequence Type, Includes as Operator, KYC Review as Start Activity, and Financial Review as End Activity, the view would filter only cases that include the KYC Review to Financial Review sequence. Case duration Property Action Filter Type Select Duration. Duration Type Select Case. Operator Select the appropriate operator: Is longer than: Cases in the view must be longer than the specified duration. Is shorter than: Cases in the view must be shorter than the specified duration. Is longer than or equal to: Cases in the view must be longer than or equal to the specified duration. Is shorter than or equal to: Cases in the view must be shorter than or equal to the specified duration. Duration Enter the duration to filter on. This value can only be an integer. Unit Select the unit of time for the selected duration. Days is selected by default. For example, if you select Is longer than as Operator, 3 as Duration, and Days as Unit, the view would filter only cases that take longer than 3 days to complete. Activity duration Property Action Filter Type Select Duration. Duration Type Select Activity. Activity Select the activity you want to filter on. Operator Select the appropriate operator: Is longer than: The activity duration must be longer than the specified duration. Is shorter than: The activity duration must be shorter than the specified duration. Is longer than or equal to: The activity duration must be longer than or equal to the specified duration. Is shorter than or equal to: The activity duration must be shorter than or equal to the specified duration. Duration Enter the duration to filter on. This value can only be an integer. Unit Select the unit of time for the selected duration. Days is selected by default. For example, if you select Financial Review as Activity, Is longer than as Operator, 3 as Duration, and hours as Unit, the view would filter only cases with Financial Review activities that take longer than 3 hours to complete. Sequence duration Property Action Filter Type Select Duration. Duration Type Select Sequence. Sequence Type Select one of the following: Direct: In the sequence, the start activity is immediately followed by the end activity. The view will filter cases with direct sequences only. For example, Action A to Action C. Indirect: In the sequence, the start activity is followed by the end activity but other activities can occur between them. The view will filter cases with both direct (Action A to Action C) and indirect (Action A to Action B to Action C) versions of the sequence. Start Activity Select the first activity in the sequence you want to filter on. End Activity Select second activity in the sequence you want to filter on. Operator Select the appropriate operator: Is longer than: The sequence duration must be longer than the specified duration. Is shorter than: The sequence duration must be shorter than the specified duration. Is longer than or equal to: The sequence duration must be longer than or equal to the specified duration. Is shorter than or equal to: The sequence duration must be shorter than or equal to the specified duration. Duration Enter the duration to filter on. This value can only be an integer. Unit Select the unit of time for the selected duration. Days is selected by default. For example, you might select KYC Review as Start Activity, and Financial Review as End Activity. Then, you might select Is longer than as Operator, 3 as Duration, and Days as Unit. With these selections, the view would filter only cases with KYC Review to Financial Review sequences that take 3 days or more to complete. Review the metrics and process diagram in the View Preview section, which update automatically as you make changes to the view configuration. For example, make sure that you're seeing the expected number of total cases and the expected start and end activities in the process diagram with the filter applied. You can also view a list of the cases that will be included in the view by clicking Case List. Continue as appropriate: Click SAVE FILTER to save this filter and display the filters list. Click SAVE AND ADD ANOTHER to save this filter and refresh the filter options, so you can add another filter. Click REMOVE to cancel adding the filter. Tip: In the filters list, you can edit or remove any filter by clicking the three-dot menu for the filter in the list, then selecting the relevant option. Click NEXT. The Properties step displays. Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close For View Name, enter a name. View names must be unique. For Description, enter a brief description. (Optional) To pin the view to the process, select Pin view. Click CREATE. The Process Insights page applies the view filters to the data you're seeing. Access a view To access a pinned view: While exploring at the process level, go to the PINNED VIEWS section. Click the name of the view you want to access. The Process Insights page applies the view filters to the data you're seeing. To access an unpinned view: While exploring at the process level, go to the All Views tab. This tab contains a list of all views associated with the current process. For example: Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close (Optional) Search by view name. In the view list, click the name of the view. The Process Insights page updates to apply the view filters to the data you're seeing. Pin or unpin a view Pinnning a view to a process allows you to access frequently-used views, so you can return to evaluating your process data even faster. You must have Analyst permissions for a process to pin or unpin a view. You cannot unpin the system-provided All Cases view. To pin or unpin a view: In the Process Insights page, go to the All Views tab. (Optional) Search by the view name. Click the three-dot menu in the view listing. Continue as appropriate: Select Pin View to add the view to the PINNED VIEWS section. Tip: You can also access this option using the settings icon in the page header. Select Unpin View to remove the view from the PINNED VIEWS section. Tip: You can also access this option from the three-dot menu for a view in the PINNED VIEWS section of the page when exploring at the process level, or from the settings icon in the page header when exploring at a view level. Rename a view You must have Analyst permissions for a process to rename a view associated with that process. You cannot rename the system-provided All Cases view. To rename a view: Access the view. In the header pane, click the settings icon . Select Rename View from the dropdown list. Tip: This option is also available in the three-dot menu for a view in either the PINNED VIEWS section or All Views tab of the page when you're exploring at the process level. The Rename View dialog displays. Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close For New Name, enter the new name you'd like to use. Click RENAME. Edit view filters Filters determine which cases are included in the view. You set these filters initially when creating the view. You can then edit the filters as needed. You must have Analyst permissions for a process to edit the filters for a view associated with that process. You cannot edit filters for the system-provided All Cases view. To edit the filters for a view: Access the view. In the header pane, click the settings icon . Select Edit Filters from the dropdown list. Tip: This option is also available in the three-dot menu for a view in either the PINNED VIEWS section or All Views tab of the page when you're exploring at the process level. The Edit Filters dialog displays. Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close Add a new filter: Click ADD FILTER. The filter properties section displays. For example: Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close Configure the filter properties. You can filter on cases with a specific attribute, activity, sequence, or duration, as described in the following tables. Cases with a specific attribute value Property Action Filter Type Select Characteristic. Characteristic Type Select Attribute. Attribute Select the name of the attribute you want to filter on. Operator Select an appropriate operator: Equals: Cases in the view must have the selected attribute value(s). Does not equal: Cases in the view cannot have the selected attribute value(s). Attribute Value Select any values for the attribute you want to filter on. For example, if you select Country as Attribute, Equals as Operator, and Spain and Italy as Attribute Value, the view would include only cases from Spain or Italy. Cases with a specific activity Property Action Filter Type Select Characteristic. Characteristic Type Select Activity. Operator Select the appropriate operator: Includes all: Cases in the view must include all of the selected activities. Does not include any: Cases in the view cannot include any of the selected activities. Starts with any: Cases in the view can start with any of the selected activities. Does not start with any: Cases in the view cannot start with any of the selected activities. Ends with any: Cases in the view can end with any of the selected activities. Does not end with any: Cases in the view cannot end with any of the selected activities. Activities Select the activities you want to filter on. For example, if you select Includes all as Operator and KYC Review and Financial Review as Activities, the view would include only cases that include both the KYC Review and Financial Review activities. Cases with a specific sequence Property Action Filter Type Select Characteristic. Characteristic Type Select Sequence. Sequence Type Select one of the following: Direct: In the sequence, the start activity is immediately followed by the end activity. The view will filter cases with direct sequences only. For example, Action A to Action C. Indirect: In the sequence, the start activity is followed by the end activity but other activities can occur between them. The view will filter cases with both direct (Action A to Action C) and indirect (Action A to Action B to Action C) versions of the sequence. Operator Select the appropriate operator: Includes: Cases in the view must include the specified sequence. Does not include: Cases in the view cannot include the specified sequence. Start Activity Select the first activity in the sequence you want to filter on. End Activity Select second activity in the sequence you want to filter on. For example, if you select Direct as Sequence Type, Includes as Operator, KYC Review as Start Activity, and Financial Review as End Activity, the view would filter only cases that include the KYC Review to Financial Review sequence. Case duration Property Action Filter Type Select Duration. Duration Type Select Case. Operator Select the appropriate operator: Is longer than: Cases in the view must be longer than the specified duration. Is shorter than: Cases in the view must be shorter than the specified duration. Is longer than or equal to: Cases in the view must be longer than or equal to the specified duration. Is shorter than or equal to: Cases in the view must be shorter than or equal to the specified duration. Duration Enter the duration to filter on. This value can only be an integer. Unit Select the unit of time for the selected duration. Days is selected by default. For example, if you select Is longer than as Operator, 3 as Duration, and Days as Unit, the view would filter only cases that take longer than 3 days to complete. Activity duration Property Action Filter Type Select Duration. Duration Type Select Activity. Activity Select the activity you want to filter on. Operator Select the appropriate operator: Is longer than: The activity duration must be longer than the specified duration. Is shorter than: The activity duration must be shorter than the specified duration. Is longer than or equal to: The activity duration must be longer than or equal to the specified duration. Is shorter than or equal to: The activity duration must be shorter than or equal to the specified duration. Duration Enter the duration to filter on. This value can only be an integer. Unit Select the unit of time for the selected duration. Days is selected by default. For example, if you select Financial Review as Activity, Is longer than as Operator, 3 as Duration, and hours as Unit, the view would filter only cases with Financial Review activities that take longer than 3 hours to complete. Sequence duration Property Action Filter Type Select Duration. Duration Type Select Sequence. Sequence Type Select one of the following: Direct: In the sequence, the start activity is immediately followed by the end activity. The view will filter cases with direct sequences only. For example, Action A to Action C. Indirect: In the sequence, the start activity is followed by the end activity but other activities can occur between them. The view will filter cases with both direct (Action A to Action C) and indirect (Action A to Action B to Action C) versions of the sequence. Start Activity Select the first activity in the sequence you want to filter on. End Activity Select second activity in the sequence you want to filter on. Operator Select the appropriate operator: Is longer than: The sequence duration must be longer than the specified duration. Is shorter than: The sequence duration must be shorter than the specified duration. Is longer than or equal to: The sequence duration must be longer than or equal to the specified duration. Is shorter than or equal to: The sequence duration must be shorter than or equal to the specified duration. Duration Enter the duration to filter on. This value can only be an integer. Unit Select the unit of time for the selected duration. Days is selected by default. For example, you might select KYC Review as Start Activity, and Financial Review as End Activity. Then, you might select Is longer than as Operator, 3 as Duration, and Days as Unit. With these selections, the view would filter only cases with KYC Review to Financial Review sequences that take 3 days or more to complete. Click SAVE FILTER. Tip: To cancel adding the filter and return to the filters list, click CANCEL. Edit an existing filter: Click the three-dot menu for the filter. Select Edit. The filter properties section displays. Edit the filter properties as appropriate. Click SAVE FILTER. Tip: To cancel the changes you made and return to the filters list, click CANCEL. Remove an existing filter: Click the three-dot menu for the filter. Click Remove. Review the metrics and process diagram in the View Preview section, which update automatically as you make changes to the view configuration. You can also view a list of the cases that will be included in the view by clicking Case List. Click SAVE. Define the expected activity order The order in which activities occur can lead to the best outcome for your process—or the worst. For example, repetitions of an activity can signal rework. To identify these undesirable business outcomes, process insights lets you define the order in which you expect activities to occur in your process. Once you've defined the right order of activities for your process, process insights can calculate the rate at which activities in your process are conforming to your expectations. Note: You only need to define activity order once per process. You can add or change activity order within any view associated with the process, but keep in mind that any changes you make apply to all views of the process. You must have Analyst permissions for a process to define the expected activity order for that process. To define the expected activity order for your process: Access the view. Go to the Conformance and Costs tab. Click the edit icon on the Total Case Conformance KPI. The Define Expected Activity Order dialog displays. This dialog lists each activity that occurs in cases in the current view. For example: Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close For each activity listed, select an expected sequence: Expected Sequence Description Any activity can follow except for itself Select this option if the activity should not immediately repeat. No action is needed on the Specific Activities list. Any activity can follow Select this option if any activity can follow this activity. No action is needed on the Specific Activities list. This option is the equivalent of setting no expected order; select it if you want to return to that default behavior. No activity should follow Select this option for the activity that represents the end of the business process. No action is needed on the Specific Activities list. Only specific activities should follow Select this option to set the expected sequence order. Then, from the Specific Activities list, select one or more activities that can appropriately follow the activity. Tip: If you select this option, we recommend filtering your view on completed cases only. When the activity specified in the Activity column occurs, Process HQ categorizes it as expected until another activity follows it. As a result, the conformance rate may appear high while cases are in progress. Click SAVE. Tip: You can also define the expected order for an individual activity when drilling down on conformance for that activity. Define activity costs Your organization spends money each time an activity occurs in a process. Once you've estimated what each activity costs to complete, process insights can calculate the total cost for all activity occurrences in the current view. Note: You only need to define activity costs once per process. You can add or change costs within any view associated with the process, but keep in mind that any changes you make apply to all views of the process. You must have Analyst permissions for a process to define activity costs for that process. To define activity costs for a process: Access the view. Go to the Conformance and Costs tab. Click the edit icon on the Total Cost KPI. The Define Activity Costs dialog displays. This dialog lists each activity that occurs in cases in the current view. For example: Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to close From the Currency dropdown, select the currency to use when displaying costs. For each activity listed, enter an estimated cost for a single occurrence of the activity. Process HQ calculates cost based on each occurrence of the activity, not on the duration of the activity. Click SAVE. Delete a view When you delete a view, you delete the filters that define the view, as well as any KPIs and insights associated with that view. You must have Analyst permissions for a process to delete a view. You cannot delete the system-provided All Cases view. To delete a view: At the process level of exploration, go to the All Views tab. (Optional) Search by view name. Click the three-dot menu in the view. Select Delete View. Click DELETE VIEW to confirm. Process HQ deletes the view and refreshes the list of views. Feedback Was this page helpful? SHARE FEEDBACK Loading...
