In addition to the Real-time Reports and the Historical data, it is also possible to create custom reports. Custom reports are a very simple way to customize the information you want to measure and analyze about your organization’s business processes.

A very important stage of the continuous improvement cycle is measurement. By automating your business processes in Flokzu, you can collect data and analyze the execution of your processes from the “Metrics & Reports” section (visible only to the Administrator and Business Analyst roles).

When creating a new custom report, you will find the following sections:

Report Name: mandatory field that identifies the report (although it does not have to be unique).

A good practice is to define a short and significant name (e.g., '2017 Sales').

Description: optional field where you can provide more information about the report (e.g.: "Annual sales report for 2017").

Data filtering: section that allows you to define filters and criteria to determine what sort of data will be included in the report. The conditions established here will be applied when obtaining the data.

Data display: section that allows you to define what will your report show and in what order. After applying the filters, you will be able to select some data from all the data you filtered. Basically, you will be able to define the format, which fields will be included in the report (represented as columns), in what order and you will also be able to sort the data ascending or descending by a particular column.

Data filtering



The first step is to select a process. This is mandatory and you may choose only one.

This means that you will not be able to generate reports that combine information from 2 or more processes.

In the Instances combo box you must select if you only want to include ongoing instances, finalized, paused by timer or all. Depending on that selection, the report will only include user tasks, end states or both.

You can also define conditions based on dates and fields.

The report will only include the results that comply with all the conditions simultaneously.

Date-based conditions will depend on the value you selected in Instances. If you choose only ongoing instances, you can filter by due date. If you choose only finalized instances, you can filter by completion date. In any case, you can always filter by start date (which corresponds to the date on which the process was launched).

Once the date is chosen, you can restrict the time range by selecting Current month, Previous month and Fixed date. The fixed date allows you to select a start day, end day or both (See the following example).



In field-based conditions you will find process form fields and special fields. If you select the condition "Process Initiator Equal to Logged User", you can create a dynamic report.



When sharing it with other users, each user will only see data of instances initiated by them, without the need to create a report for each one. This is an excellent way to let users know quickly the status of all the processes they launched.

Data display



The fields included here will be the columns that will appear in the report. The identifier field cannot be deleted.

When viewing the report, the identifier will contain a direct link to the process instance.

The order determines the column by which the report will be ordered. By default it is ordered ascendingly by the** identifier**, but you can also choose other options (such as initiation date, modification date, due date and task name).

Permissions



This section is very important, since it allows you to share the report with other users in your organization. If you want a user or role other than Administrator or Business Analyst to view the report, you must include it here.

Keep in mind that they will only be able to access the report data in Flokzu and download it to Excel, they will not be able to modify its configuration. The name and description of the report will be visible to all users with access to it.

Users who are not Administrator or Business Analyst but who have access to at least one custom report, will see a new section 'My Reports' on the side menu. From there they can open the reports and visualize their content.

If you want an Administrator or Business Analyst user to also have quick access to a certain report, you can include that user in the Permissions section and, in addition to the section 'Custom Reports', they will also see it under 'My Reports' on their side menu. You can even include your own user if you wish to.

Keep in mind that by sharing the report, you are creating a direct access to it. If you modify the configuration, it will affect the data that all other users can see.

Schedule



The Schedule section will be available soon, and it will allow you to automatically send the report by mail to the all the addresses you enter there.

Save Settings



Once the report is created, click “Save settings”. After saving the report you can access it and export the data to an Excel spreadsheet. Your report will look similar to this:



Regarding the data that will appear in the report, it is important to understand that the same configuration for a report will show different data as tasks be completed and new tasks be assigned in your organization. For example, if your report shows all ongoing instances of a process, it might show you 10 results today and only 5 on the next week, because the other 5 instances have already been completed.

Keep in mind that only Administrator users can delete a report, and this action will eliminate access to it for all other users.
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