Analysing workflows

The completion chart is the main tool for seeing whether work is getting done on time. You open it by asking Pilla in an AI thread, so it's for Managers and Admins.

Open the chart

The chart appears in an AI thread when you ask for it. See Talking to Pilla in AI threads for how threads work.

1. Click New AI Thread in the sidebar, or open a thread you already have.
2. Ask for the chart, for example "show me the completion chart" or "show step completion for the Kitchen team last week".
3. Pilla draws the chart in the thread. If you named dates, teams or tags, the chart starts with those. Otherwise it uses the usual recent range.

You can change everything on the chart afterwards with its own controls. Ask again whenever you want a fresh chart.

What the chart shows

The chart sits in a card. Two tabs at the top left choose what the bars measure: Workflows and Workflow steps. It starts on Workflows unless you asked Pilla about steps.

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 each day's runs. There is no separate legend under the chart. Match colours from the status filter labels.

Workflow completion

Choose Workflows to see a daily breakdown of workflow runs.

The four 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.
• Open / upcoming (grey) -- unfinished, and the end time has not passed yet. Saved upcoming runs in the date range are included. Future virtual runs that have not been created yet are not.

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 pick that day as the date on the Workflows screen. Open Workflows from the sidebar to see the runs behind it.

Workflow step completion

Choose Workflow steps to see steps grouped by their workflow's scheduled date. Saved open and upcoming workflows are included. Future virtual runs that have not been created yet are not.

The five segments and what each one means:

• On time (green) -- completed by the workflow deadline, including on workflows that are still open.
• 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.
• Open / upcoming (grey) -- required and still unanswered while the saved workflow is open or upcoming.

Clicking a day's bar does nothing in this view. Use the Workflows 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, Missed and Open / upcoming. For step completion they are On time, Late, Missed, Skipped and Open / upcoming.
• Date range -- open the calendar and pick a from and to date. The chart defaults to the last 21 days plus upcoming saved runs, up to the future-days setting in Settings. Days after that are virtual and are left off.

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 Workflows, runs that span more than 24 hours never appear on the chart, even though they exist in the Workflow runs list. Future virtual runs that have not been created yet are also left out.

On Workflow steps, saved open and upcoming workflows contribute steps. Completed steps on those workflows count as on time or late. Unanswered required steps count as open or upcoming until the workflow is overdue or finished. Future virtual runs that have not been created yet are left out.

Don't rely on the chart alone if you run long jobs. Check the Workflow runs list for those, and for future virtual runs that have not been created yet.

Related guides

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 Workflows for the day's runs, then switch to Workflow steps when you need to see which steps were on time, late, missed, skipped or still open.
• Green is on time, orange is late, red is missed, grey is open or upcoming. Purple is skipped, and only appears in the step view.
• Name the dates, teams or tags when you ask Pilla, and the chart opens already filtered.
• 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. The run's number shows in grey before its name at the top of the panel, so you can tell it apart from other runs of the same workflow. 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 Settings in the web app sidebar:

• 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.

When work checks are on for your account, Pilla looks over recent runs and can mark problems on a workflow or a step. You can ignore or snooze an issue for yourself, then turn it back on later without changing what other people see.

When work checks run

An Admin controls work checks with Should Pilla check work for issues? on the Settings AI card. When that switch is on, Pilla can flag a missed, late, or rushed workflow, and a step that repeats, dodges the question, or hedges. When the switch is off, those checks do not run and the suggestions stay off the workflow. See Account AI settings.

Where issues appear

On the web app canvas, an issue stamp can appear on a workflow or on a step. Hover over the stamp to see issues from the last 30 days for that workflow or step.

On the Workflow templates screen, open a template's schedule hover. It can list issues for that workflow, and it can list issues you have turned off.

Ignore or snooze an issue

Ignore and snooze only change what you see. Other people still see the issue unless they turn it off for themselves.

Hover over an issue stamp on the canvas in the web app, then use the buttons next to the issue:

Turn an issue back on

On the Workflow templates screen, open the schedule hover for the workflow. Under Issues you've turned off, each row shows the issue you muted.

• Click the eye button labelled Turn back on for an ignored issue
• Click the crossed-out clock button labelled End snooze for a snoozed issue

Both actions show that issue for you again. They do not change anyone else's mute.

Tips

• Use Snooze when you want a quiet period until the same problem appears again
• Use Ignore when you do not want that issue for that team until you choose to see it again
• If no issue stamps appear anywhere, ask an Admin whether work checks are switched on in Settings