The Open Workspaces report provides a comprehensive status overview of all open workspaces you are a part of - including each workspace’s duration, current action, and last activity.
Utilize this report to get insights into your business processes and operational efficiency. For instance, easily view workspaces that have remained inactive for an extended duration or identify the assignee responsible for pending actions in open workspaces.
Access the Open Workspaces Report
To access the Open Workspaces report:
- Click Manage from the top navigation bar.
- Then click Reports in the left side panel.
- Click on Open Workspaces under the Reports tab.
Components of the Report
The Open Workspace report displays all your open workspaces and contains seven columns with the following details:
- Workspace Name - The column lists the name of the open workspace.
- Current Action - This column shows the current action that needs to be completed in the workspace to move forward. If the Flow actions in the workspace do not need to be completed in order, you'll be able to see the total number of pending actions in the workspace, along with a note saying 'Parallel Steps'. (If a workspace does not have any actions, it will not appear in the dashboard.)
- Assignee - This column displays the name of the user who needs to complete the current pending action.
- Created By - This column shows the user that created the workspace.
- Template - If a template was used to create the workspace, the template name will appear here. If the workspace is non-templated, it will be blank.
- Duration - This column displays the time elapsed between when the workspace was created and the current time.
- Last Activity - This column shows the time elapsed between when the last activity (creation of an action, completing an action, or sending a message) took place in the workspace and now.
Managers and Admins can access a read-only workspace view directly from the Open Workspaces, Open Actions, Internal Users, Clients, and Flow Performance reports. By clicking on any workspace in the report, you can immediately see detailed activity and gain context on each process, such as reasons behind any delays or bottlenecks. This can enable admins and managers to better understand specifics how processes are running.
Filter & Search
Select a template to view only the open workspace for a particular template.
Use the search bar to find a specific workspace using the workspace name.
You can also filter search results using the Show Client Only or Show Overdue Only filter options.
Admin View
Admin users can click Admin View to see a comprehensive status overview of all open workspaces in their portal, including workspaces they are not a part of. Admins can also select a specific user to view only the workspaces that the selected user is a part of. Admins can also access a read-only of workspaces through the Open Workspaces, Open Actions, Internal Users, Clients, and Flow Performance tabs to get context on workspace activity.
The Admin View is only available to admins in your portal.
Manager View
Leverage the Manager View to effortlessly oversee the teams you manage. Simply select a team to instantly access all relevant reports, ongoing actions, and open workspaces. Customize your view by applying filters to focus on client-specific details or overdue actions. Managers can dive deeper by accessing workspaces directly from the Open Workspaces, Open Actions, Internal Users, Clients, and Flow Performance reports, gaining detailed insight into workspace activity and potential bottlenecks.