Analysing workflows

The completion chart is the main tool for seeing whether work is getting done on time. It sits on the Dashboard, below the count cards, and is shown to managers and admins only.

What the chart shows

The chart sits in a card under the count cards. At the top left, a source dropdown chooses what the bars measure. It defaults to Workflow completion. Open it to switch to Workflow step completion.

A small info button next to the source dropdown opens a tooltip that explains the selected view. While the chart loads, a Pilla spinner shows in the chart area. If loading fails, Try again appears.

Each view is a stacked bar chart with one bar per day. Colours mark how that day's work ended. There is no separate legend under the chart. Match colours from the info tooltip and from the status filter labels.

Workflow completion

Choose Workflow completion to see a daily breakdown of workflow runs.

The three segments and what each one means:

• On time (green) -- completed before the end time.
• Late (orange) -- completed after the end time.
• Missed (red) -- the end time passed and the run was never finished.

The info tooltip for this view says the chart shows runs completed on time (green), completed late (orange), and missed (red). It also notes that workflow runs that span more than 24 hours are left out, because they do not fit a per-day completion view.

Click any day's bar to jump to the Workflow runs screen, already filtered to that day. This is the fastest way to go from "a day looks bad" to the exact runs behind it.

Workflow step completion

Choose Workflow step completion to see steps grouped by their workflow's scheduled date. Only workflows that have finished or passed their deadline are included.

The four segments and what each one means:

• On time (green) -- completed by the workflow deadline.
• Late (orange) -- completed after the workflow deadline.
• Missed (red) -- required and still unanswered when the workflow is overdue.
• Skipped (purple) -- required and still unanswered when the workflow has finished.

The info tooltip for this view matches those meanings. Clicking a day's bar does not open the runs list from this view. Use the Workflow runs screen if you need the underlying runs.

Choosing filters and dates

Four controls sit at the top right of the card. They apply to whichever source you have selected.

• All teams -- narrow the chart to the teams you choose.
• All tags -- narrow the chart to the tags you choose.
• All statuses -- show or hide segments. For workflow completion the options are On time, Late and Missed. For step completion they are On time, Late, Missed and Skipped.
• Date range -- open the calendar and pick a from and to date. The chart defaults to the last 30 days, ending today.

These filters belong to the chart alone. They are separate from the filters on the Workflow runs table, so narrowing the chart does not change the runs list, and narrowing the runs list does not change the chart. Set each where you need it.

Runs that don't appear

On Workflow completion, runs that span more than 24 hours never appear on the chart, even though they exist in the Workflow runs list.

On Workflow step completion, only workflows that have finished or passed their deadline contribute steps. Open or upcoming workflows are left out of that view.

Don't rely on the chart alone if you run long jobs or need every in-progress run. Check the Workflow runs list for those.

The dashboard cards

Across the top of the Dashboard, above the chart, is a row of count cards. Like the chart, they are shown only to managers and admins. Each card is a button that opens that area of the app. Each count includes a small scope note: in your account for admins, or in your teams for managers (with that you are a part of on the teams half of the people card for managers).

The cards are:

• {N} workflow runs today -- opens the Workflow runs screen.
• {N} workflow templates -- opens Workflow templates.
• {N} teams and {N} users -- combined in one people card that opens People.

Use the "workflow runs today" card as a quick pulse on the day's workload, then click it to see the runs in full.

For how the runs list itself is filtered once you get there, see Filtering and status. For reading back what each run recorded, see Reviewing a workflow run.

Tips

• Start on Workflow completion for the day's runs, then switch to Workflow step completion when you need to see which steps were on time, late, missed or skipped.
• Green is on time, orange is late, red is missed. Purple is skipped, and only appears in the step view.
• Click a day's bar in the workflow view to drill straight into that day's runs. It is quicker than filtering the runs list by hand.
• The chart's team, tag, status and date filters are its own. They will not change the Workflow runs table, so set both if you want them to match.
• Runs longer than 24 hours never appear in the workflow view. Use the Workflow runs list to see those.

Once work is done you'll want to read back what your team actually recorded. You do this from the Workflow runs screen on the web app, where you can open any run to see every answer in it.

Reading a run's status without opening it

You can tell a lot about a run from its row in the Workflow runs table, before you open anything. Each row has a coloured strip down its left edge: green means finished on time, orange means finished late, red means overdue and unfinished, and no colour means the run is in the future, in progress but not yet overdue, or a placeholder for a future recurrence. Hover the strip for a worded tooltip.

Two columns tell you about progress at a glance:

• The Tag column's top line shows completion progress like 5/8 -- that's steps done out of total. If a run was finished with steps left unfilled, it shows 5/8 (Skipped).
• The Frequency column shows how often the template runs (Daily, Weekly and so on), with "Recurring" or "Single Event" beneath. If the template behind a run has been stopped, the frequency shows (Stopped) after it.

For the full detail on filtering, the date picker and exactly what each status colour means, see Filtering and status.

Opening a run to see what was recorded

Click any row in the Workflow runs table to open the run. A panel slides in from the right listing every step in order, each with the answer staff gave. Close the panel with the panel-close arrow in the top-left of the panel.

The panel shows whatever each step captured: typed text and numbers, ticked checklist items, chosen options, uploaded photos, files, signatures, ratings and locations. Click a photo to open it full-size in a lightbox. If a step was added to the run by a Pilla decision, it carries an Added by Pilla: {reason} note so you know why it appeared. To see who completed each step and when, see Seeing who completed each step.

Checking who has read guidance content

Pilla can show a Read by… panel that lists the people who have confirmed they've read a piece of guidance content, along with their name and when they confirmed. If no one has confirmed yet, it reads "No confirmations yet".

Use this to check that a mandatory instruction or notice has actually been seen by the people who needed to see it, rather than assuming it was.

Reopening or correcting a run

From the review panel a manager can reset an individual step, which removes that step's saved answer and any attachments. If the run was already finished, resetting a step reopens the whole run. Resetting a step that has dependent follow-on steps also resets those, so they can be filled in again.

From the three-dot menu on a run's row you can Reset this workflow run, which clears all answers and reopens it, or Delete this workflow run. For the full row action menu, see Workflow templates and runs overview.

Tips

• Read the row first. The status strip, the 5/8 progress and the (Stopped) marker often tell you what you need without opening anything.
• 5/8 (Skipped) means the run was finished with steps left unfilled. Open it to see which steps were missed.
• Resetting one step on a finished run reopens the whole run, so use it when you genuinely want the run worked again, not just to tidy one answer.
• An Added by Pilla: {reason} note marks a step a decision pulled in, so you can tell it apart from steps the template always includes.

On a finished workflow run you can see who did each step and when, if your account allows it. This page covers where that line appears, the settings that control who can see it, and how to spot steps that Pilla added.

The "completed by" line

On a finished step, the review panel can show a line reading Completed by {name} · {date} {time}, so you can see exactly who did that step and when they did it.

To find it, open a run from the Workflow runs screen so the review panel slides in from the right, then look at each finished step. For the full walk-through of opening a run and reading its answers, see Reviewing a workflow run.

Controlling who sees step completions

Whether managers and staff see that "Completed by" line is controlled by two toggles on the Settings screen, an admin-only screen reached from the gear icon in the top-right of the web app:

• Should managers see who has completed workflow steps?
• Should staff see who has completed workflow steps?

Both default to on. Admins always see the completer's name and time no matter how these are set, so the toggles only control what managers and staff see. Turn one off if you don't want that role seeing who did each step.

Steps Pilla added

When a Pilla decision adds a step to a run, that step shows an Added by Pilla: {reason} note explaining why it appeared. The reason is the decision's own explanation for pulling the step in.

This lets a reviewer tell apart the steps the template always includes from the ones a decision added on the day, so the run's history is clear about where each step came from.

Tips

• The "Completed by" line only appears on finished steps. A step that's still open won't show one yet.
• Admins always see who completed each step. The two Settings toggles only decide whether managers and staff see it too.
• Both toggles start switched on. If your team shouldn't see step completions, turn the relevant one off on the admin-only Settings screen.
• An Added by Pilla: {reason} note means a decision added that step, not the template, so you know it appeared because of something recorded on the day.