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Workspaces Report

The Workspaces Report in the Manage section offers a comprehensive dashboard to track, filter, and analyze all your active, completed, and overdue workspaces. With an advanced filtering system, customizable views, and export capabilities, this report empowers you to gain actionable insights and optimize workspace management.

Accessing the Workspaces Report

  1. Navigate to the Manage tab from the top navigation bar.
  2. On the Manage page, locate the Reports section on the left-hand toolbar.
  3. From the dropdown menu, select Workspaces.

  1. The Workspaces Report page will open, providing you access to a variety of filters, view options, and data exports.

Components of the Report

The Workspace report displays all your workspaces and contains seven columns with the following details: 

  1. Workspace Name - The column lists the name of the workspace.
  2. 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).
  3. Assignee - This column displays the name of the user who needs to complete the current pending action.
  4. Created By - This column shows the user that created the workspace.
  5. 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.
  6. Duration - This column displays the time elapsed between when the workspace was created and the current time.
  7. 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 these 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 of how processes are running.

Filter Workspaces Efficiently

The Manage tab provides flexible filtering tools to help you locate and monitor the most relevant workspaces or actions. You can use Quick Filters for fast selections or switch to Advanced Filters for granular control over what’s displayed in your dashboard.

Click on Filters to access the following -

Quick Filters: Use these for fast access to the following:

  • Status-Based Filters: In Progress (Open Workspaces), Overdue, and Completed.
  • Workspace Type: Flow Workspaces, Group Workspaces, and One-on-One Workspaces.
  • Client Workspaces: Workspaces focused on client collaboration.
  • Ownership & Participation: Filter by Workspace Owner or Members.
  • Templates: Filter by workspace templates and any associated current step (if applicable).

Advanced Filters: For more granular control, add up to 10 conditions with AND/ OR logic. The filters applied in quick filters will be shown in advanced filters. You can customize and select multiple criteria such as- Status, Workspace Types, Template, Client Workspaces, Workspace Tags, Last Activity, Start Date of any workspace, Overdue Status, and Workspace Owner or Members.

  1. Click Apply to activate the filter.
  2. To reset, click Clear to go back to the default filter setting.

You can select the View Types from the available dropdown menu- My View, Manager View, and Admin View for enhanced mapping capabilities.

Only Admins and Team Managers have the option to access Manager and Admin Views. Reach out to your Moxo team to enable the Manager and Admin view for Reports.

Admin View

Admin users can click Admin View to see a comprehensive status overview of all 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 view of workspaces through the Workspaces, Actions, Internal Users, Clients, and Flow Performance tabs to get context on workspace activity. 

 

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 viewing the Workspaces, Actions, Internal Users, Clients, and Flow Performance reports, gaining detailed insight into workspace activity and potential bottlenecks.

Select the date range from the given options to export data efficiently:

  • Last 12 months
  • 13–24 months
  • 25–36 months

Managing Workspaces Report Columns:

  1. Click on the Columns icon next to filters.

  1. Show, hide, or rearrange columns such as- Current Action, Assignees, Status, Created By, Workspace Template, Duration, Last Activity, and Client Type.
  2. Click Reset to revert to the default column setup.

Search workspaces: Use the Search Bar to find workspaces by name.

Hover over the current action section, to view the actions that are part of the workspace.

Customizing Views

Customize your Workspaces Reports section with advanced viewing capabilities.

  • Listing Grid View: A traditional table format with customizable columns.

  • Kanban Board View: Visualize workspaces by status, type, or tags in drag-and-drop columns.

Manage the view type:

  1. Click on the “+” Create New icon next to the Workspaces in the top bar.

  1. Select your view- Listing Grid or Kanban Board view.
  2. Apply filters and click Save to the view.
  3. Navigate easily between the views.
  4. Click on the “...” ellipses icon next to the view to Rename, Duplicate, or Delete the view.

Kanban View Configuration:

  • Default grouping: In Progress, Overdue, Completed
  • Re-group by: Workspace Type or Tags
  • Customize the display: Hide or rearrange columns or adapt layout to your workflow needs

Exporting Workspace Data:

  1. Click the export icon on the top-right corner in the Workspace Reports page.

  1. Select whether to export all columns or current columns.

  1. Click Download to export data in CSV format.

Tips for Power Users

  • Utilize Advanced Filters for performance analysis.
  • Save custom views per department or team use.
  • Use Kanban Views for real-time project tracking.
  • Export filtered data for reporting.