Workflow runs

The Workflow runs view on the web app lets you narrow down what you see and tells you at a glance how each run is doing. This page covers the filter bar, the date picker, the colour-coded status strips, and how to clear everything.

The date picker

The date picker is the first control on the filter bar. It controls which workflow runs you see by date.

1. Click the date button (it shows the current date or date range)
2. Pick a single day, or click and drag across two days to pick a range
3. Close the popup -- the table updates straight away

When a range is selected the button gets a coloured border so you can tell at a glance the table is filtered.

Inside the date popup the calendar days themselves carry small colour strips on the left edge so you can see the status of each day before clicking it. The colours follow the same rules as the row strips below.

A checkbox sits under the calendar labelled "Only show work starting in this range". Tick it if you want to hide runs that started before the range but are still in progress.

Filter by team

Click "All Teams" on the filter bar to pick the teams you want to see runs for. Tick the teams in the list and the table updates. The button shows a coloured border when at least one team is selected to remind you the table is filtered.

To clear, open the dropdown again and untick everything (or tick Select All to bring them all back).

Filter by tag

Click "All Tags" on the filter bar to pick the tags you want to see runs for. Tags are how you group workflow templates by purpose (cleaning, audits, opening checks, etc.). For more on tags see Workflow tags.

Tick the tags you want, untick the ones you do not. The button gets a coloured border when at least one tag is selected.

Filter by status

Click "All Statuses" on the filter bar to pick which progress states you want to see. The options are:

• Not Started -- the run is scheduled but no one has opened it yet
• In Progress -- someone has started filling it in but has not finished
• Completed -- the run is finished
• Skipped -- the run was marked as skipped
• Virtual -- the run has not happened yet (it sits in the future based on the template's schedule)

Tick the states you want to see and untick the rest. The button gets a coloured border when at least one is selected.

Search by name

The search box on the right of the filter bar narrows the table to runs whose name contains what you type. The match is not case sensitive and partial matches are fine. Clear the box to remove the search.

Colour-coded status strips

Every row in the Workflow runs table carries a coloured strip on the far left edge. The colour tells you the state of that run without having to open it.

Hover any strip for a one-line tooltip that says the same in words. The strips also appear in the date picker calendar so you can see at a glance which days have overdue work.

How filters combine

All the filters above are AND filters: a run only shows up if it matches every filter that has at least one selection. So if you pick "Team A" and "Tag X" and "Completed", the table shows runs that belong to Team A, AND carry Tag X, AND are completed.

If a filter has nothing selected it does not narrow the table at all.

Clearing filters

Each filter has its own clear behaviour:

• Date -- pick a fresh date to replace the range, or click the date button again and pick a single day
• Team, Tag, Status -- open the dropdown and untick everything
• Search -- delete the text in the search box

There is no single "Reset all filters" button. The filters are also reset automatically when you leave the Workflow runs view and come back to it, so navigating to Dashboard and back is the fastest way to start fresh.

Tips

• The date picker doubles as a status overview: the colour strips on each calendar day show which days had problems before you click in
• A coloured border around a filter button is your signal that the table is filtered on that field
• Status colours match the date tabs on the mobile app so staff and managers see the same signals
• Use the "Only show work starting in this range" checkbox if you want a clean picture of work that began inside your date window, ignoring older runs that are still in progress

Tags are how you group your workflow templates by purpose. A tag might be "Opening checks", "Cleaning", "Audits", or anything else that fits your business. Every workflow template needs one tag, and the tag carries through to every run the template produces.

What a tag is

A tag is a short label you attach to a workflow template. Once attached, every workflow run produced by that template inherits the tag. Tags let you:

• Filter the Workflow runs view to show runs from a single category (see Filtering and status)
• Export every run for a tag to CSV (see Exporting workflow data)
• Group templates so they are easier to find when you have lots of them

A template can only have one tag. Pick the tag that best fits the workflow's purpose.

Creating a tag

Tags are created from the canvas when you are setting up a workflow template. You do not need to leave the builder.

1. Open the canvas (either start a new template from the Workflow templates view, or click an existing template to open it)
2. At the top of the canvas, find the Tag selector in the header bar
3. Click the selector to open the dropdown
4. Type the new tag name in the input at the bottom of the dropdown
5. Click the + button to the right of the input (or press Enter) to create the tag

The new tag is created in your account and immediately selected for the template you are editing. It is now available to apply to any other template you build.

Applying a tag to a template

You apply a tag to a template on the canvas, in the same Tag selector you use to create one.

1. Open the template on the canvas
2. Click the Tag selector at the top of the canvas
3. Click the tag you want from the list
4. The selector closes and the tag is applied
5. Save the template

Every workflow run produced by the template from now on will carry the tag.

Viewing and exporting runs for a tag on mobile

Exporting runs by tag is a mobile feature. On the mobile app, managers and admins can open a dedicated screen showing every workflow run for a single tag, then export the list to CSV.

1. Open the Work Items tab on mobile
2. Tap the Menu button
3. Tap Show workflow runs by tag
4. The screen opens with the first tag selected by default (the tag name shows in the title bar)
5. Optionally pick a Start Date and End Date below the title bar to narrow the list
6. Scroll the list to see every run carrying that tag
7. Tap Change Tag in the floating bar at the bottom to switch to a different tag
8. Tap the Download icon in the top right to export the list to CSV

A popup confirms "Export Started" and you receive an email with the download link. The Download icon is greyed out when no runs match. See Exporting workflow data for the full export reference.

Filtering by tag in the runs view

On the web app you can filter the Workflow runs view by tag to see runs from one or more tags side by side. Use the All Tags filter on the filter bar. See Filtering and status for details.

Tips

• Pick tag names that describe the purpose of the work, not the team or the time of day. "Opening checks" works across teams; "Bar Monday" does not
• One tag per template, by design. Use teams to slice work by who does it, and frequency to slice by when
• If a tag becomes unused, leave it in place: the templates and runs already tagged with it keep working
• Tag names show up in the runs filter dropdown and the runs table, so short names read better in the UI

You can export workflow run data from Pilla as a CSV file. The file lands in your email as a download link so you can open it in a spreadsheet, share it with someone outside Pilla, or keep it for your records. Exporting is available to managers and admins.

Why you might export

A few common reasons:

• Reporting -- send a weekly or monthly summary of completed work to a stakeholder
• Audits -- keep a record of what was done, when, and by whom for a regulator or auditor
• Archiving -- pull historical work out of Pilla into your own storage
• Sharing -- give a copy to someone who does not have Pilla access

Exports are scoped: each export is for one tag or one team within an optional date range. You cannot export the entire account in one click.

Exporting workflow data is done from the mobile app. The web app does not have an export-by-tag or export-by-team screen; use the mobile steps below.

Exporting on the mobile app

On mobile, managers and admins can export by tag or by team. Both options are in the Menu on the Work Items tab.

Export by tag on mobile

1. Open the Work Items tab
2. Tap the Menu button
3. Tap Show workflow runs by tag
4. The screen opens with a tag already selected (the tag name shows in the title bar)
5. Optionally pick a Start Date and End Date below the title bar
6. Tap Change Tag in the floating bar at the bottom if you need a different tag
7. Tap the Download icon in the top right of the title bar

A popup confirms "Export Started -- Your export is being processed. You will receive an email with the download link shortly." Tap OK.

Export by team on mobile

1. Open the Work Items tab
2. Tap the Menu button
3. Tap Show workflow runs by team
4. The screen opens with a team already selected (the team name shows in the title bar)
5. Optionally pick a Start Date and End Date below the title bar
6. Tap Choose Team in the floating bar at the bottom if you need a different team
7. Tap the Download icon in the top right of the title bar

The confirmation popup and behaviour are the same as Export by tag.

On both mobile screens the Download icon is disabled (greyed out) when no runs match -- adjust the dates, tag or team, or tap Change Tag / Choose Team to pick a different one.

What the export includes

The CSV contains a row for every workflow run that matched your tag (and date range, if set) plus the answers your team gave to each element in the run. That means:

• Workflow name
• Team
• Scheduled start and end times
• Actual finish time
• Status (on time, late, missed)
• Tag name
• Element-by-element responses (text answers, numbers, checklist ticks, choice selections, photo links, etc.)

The file is CSV format, UTF-8 encoded, suitable for Excel, Google Sheets, Numbers or any spreadsheet tool. The download link in the email is time-limited; download the file soon after you receive it.

Tips

• Pick a Start Date and End Date for large exports. A whole-account export with no date filter can take a while to build
• The download link in the email expires, so save the file straight away if you need to keep it
• If you want a recurring export, run the same filters at the same time each week or month -- Pilla does not currently schedule exports for you
• Exports always go to the email on your Pilla account, not the email you signed in with on a different device
• If no runs match your filters the Download icon is greyed out. Loosen the date range or pick a different tag or team
• The export reflects the data at the moment you click Export. Late changes after that are not in the file