Workflow Progress

Workflow Progress gives you a snapshot of the cases opened during a specific period and shows how far each case has moved through the workflow.

How do I run a Workflow Progress report?

1. Open Reports and choose Workflow Progress under Intake.
2. Select the Workflow you want to report on. Only published workflows are available.
3. Choose your Cases opened date range. You can use a preset such as Last 30 days or enter your own dates.
4. Choose the Steps you want to see as columns. Select all is usually the easiest option.
5. Turn on Who recorded each step if you also want to see which staff member made each move.
6. Select Load preview.

Once the report runs, your settings are summarized at the top. Select Edit to change them and run the report again. If other staff have made changes while you were viewing the report, select Refresh.

What does the date range mean?

The date range is based on when the case was opened, not its most recent activity.

For example, if a case was opened before your selected period but moved forward during it, that case won't appear. If someone is missing, try widening the date range.

Does running a report change anything?

No. Workflow Progress only reads your records. You can run it as often as you need without changing any cases.

How do I read the results?

The table starts with Case and Student, followed by the workflow steps you selected. The columns follow your workflow's own order, whichever order you selected them in.

Each step can show:

• Date: When the case first reached that step.
• Comment: Any note your staff entered when they moved the case. Long comments may be shortened.
• (×2), (×3), etc.: The case returned to that step more than once. The date shown is still the first time it reached the step.
• By Name (email): Appears when you turn on Who recorded each step.

A dash means the case hasn't reached that step.

What is "About this report"?

Open About this report to see the settings used to run the report, including the workflow, date range, time zone, selected steps, and number of matching cases.

Why does the first step always have a date?

The starting step counts as reached when the case is opened, so every case should have a date in its first step.

What if a step was deleted?

If a step was removed from the workflow after a case had already passed through it, the step stays in the report and is marked (removed).

Can I export Workflow Progress?

Yes.

• Copy table copies the results so you can paste them into an email or document.
• Download CSV creates a spreadsheet you can open in Excel or Google Sheets.

Keep in mind

These exports include names and staff comments. Only share them with people who should have access to that information. If you're sending the file outside your organization, consider leaving Who recorded each step turned off.

Why doesn't my report look right?

No cases appear

The report will tell you whether there are no cases for that workflow or whether the cases were opened outside your selected date range. Try widening the range.

Cases appear, but the steps are blank

The cases haven't moved beyond the first step. See Moving a case.

Dates appear, but there are no comments

Comments are optional when moving a case. If your team needs the report to explain what happened at each step, encourage staff to add a short comment.

I see a message saying only the first 1,000 cases are shown

Narrow the date range and run the report in smaller sections.

My workflow isn't listed

The workflow may still be a draft or may have been archived. Only published workflows can be reported on.

Still need help? See Getting help.

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