Getting started with Reports - Tasks and Instances

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Tasks and Instances offers straightforward reports and statistics that help the business process owner track and asses where the end-user hits a roadblock or if the end-user is taking more time than usual to complete a task.

This is done through a simple to understand user interface which displays process instances in a color coded manner, illustrating date of completion thresholds (which you can also personalize) for bottleneck assessment.

With the help of Tasks and Instances, business process owners have more data to compile and find out why the organization is succeeding or failing with their KPIs.

Configure details and filter processes

You can configure in Tasks and Instances   the following details:

  • Filter the selected application processes based on certain task information. (e.g. display only instances where customer.nationality = French)

  • Attention threshold. Percentage value of the stage deadline.

  • Warning threshold. Percentage value of the stage deadline.

Track your results and asses bottlenecks

The system displays the process created in Diagrams but with instances on each stage. Tasks and Instances makes use of color-coding to better explain if the business process flow of your app functions in the user defined thresholds.

The color-coding stand as following:

  • Green   - The number of process instances that have not reached the Attention Threshold. This means that these users did their work in the required/desired time.

  • Yellow  - The number of process instances that are in the Attention Threshold.

  • Orange - The number of process instances that are in the At Risk Threshold and deadline.

  • Red      - The number of process instances that have passed the deadline.

All of the above values (Attention Threshold, At Risk Threshold) are calculated based on the set Deadline for each Stage of the Process.

Note: When Orange and Red shapes expose above average or high numbers, it might mean that people are confused about what they need to do, or there is a roadblock somewhere in the flow. Try going through this process by yourself and analyze the business logic of your app.

Actions in Tasks and Instances

Filter  

Used to choose different statuses, variables from Data Model, priority, creation date & time and/or select different users/groups.

Stage Details

Exposes the details for each Human Activity. Here, you can find information about the deadline, description, the interface used and the users and groups who completed the work on a certain task.

Reassign Task / Bulk Reassign Tasks

With this action, you, as an Admin user, should be able to reassign to another user, or a group of users, a previously assigned task but not yet claimed. This action can be done as a single action or as a bulk. For every bulk or single reassign there should be a typed reason. The “reassign” action can be undone if there is a need for that.

Unclaim Task / Bulk Unclaim Tasks

With this action, you, as an Admin user, should be able to unclaim a previously claimed task. This action can be done as a single action or as a bulk. For every bulk or single unclaim there should be a typed reason. The “unclaim” action can be undone if there is a need for that.

View Task Window

With this action, you can view the task interface in read only mode and ascertain who completed (or not) the work on your app, at what time and what was the deadline. From here you can access the App Tracer that tracks the path the user went through, providing valid information about user flow, the timeline which is an task audit trail, see all the documents attached and view all the comments.

Statistics

This is the more analytical par of Aurachain. Here the platform helps you with already organized, analysed, interpreted data sets all in a user friendly presentation. 

TAT - Turn Around Time

It helps you calculate how much time an user spends within a task. Thus, giving you the necessary information to asses flow efficiency.

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