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Process table in Analytics

Process tables are automatically generated within the Kissflow Analytics for every process you create in your Kissflow account. Each process is represented as a table, encompassing both system and custom fields associated with the process. The following analytics diagram showcasing the entity relationship of the data sources can be used for reference.

System fields and custom fields

All form and system fields associated with the process are available as columns in the process table. Access to these fields allows analyzing and reporting on various use cases. 

System fields can be easily identified in the query editor for dataview creation using the '_' (underscore) symbol as a prefix. Custom fields are recognizable as they don’t begin with an underscore but may have underscores within the field name. 

Field ID

Field name

Data type

Description

_id

ID

String

The unique ID of the item.

Name

Name

String

The name configured by the user for an item under the process's General settings.

_created_by

Created by

JSON

This field stores information about the user who initially created the item.

_created_by.Kind

Created by

JSON

A subfield of "_created_by" always contains the value "User," indicating that a user created the item.

_created_by.Name

Created by

JSON

Another subfield of "_created_by" that displays the name of the user who created the item in a format that includes both the first and last name of the user.

_created_by._id

Created by

JSON

The unique ID of the user who created the item. 

_modified_by

Modified by

JSON

This field stores information about the user who last modified the item.

_modified_by.Kind

Modified by

JSON

A subfield of "_modified_by" always contains the value "User," indicating that a user modified the item.

_modified_by.Name

Modified by

JSON

Another subfield of "_modified_by" displays the name of the user who last modified the item in a format that includes both the first and last name of the user.

_modified_by._id

Modified by

JSON

The unique ID of the user who last modified the item. 

_created_at.display_value

Created at

DateTime

This represents the date and time of the item’s creation in the process. The timestamp format is GMT-based.

_created_at.timedelta

Created at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and a specific timezone. In this case, it always remains empty as no such difference exists.

_created_at.timezone

Created at

DateTime

This indicates the timezone of ‘Created at’ which is always  GMT for the system field.

_created_at.value

Created at

DateTime

This field displays the date and time the item was initially created. The timestamp format is GMT-based.

_modified_at.display_value

Modified at

DateTime

This represents the date and time of the item’s last modification in GMT format in the process table. 

_modified_at.timedelta

Modified at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_modified_at.timezone

Modified at

DateTime

This indicates the timezone in GMT format at which the item was last modified.

_modified_at.value

Modified at

DateTime

This field displays the date and time when the item was last modified. The timestamp format is GMT-based.

_flow_name

Flow name

String

This is the name of the process to which the item belongs.

_current_step

Current step

String

The name of the current workflow step where the item is placed. 

_current_assigned_to

Currently assigned to

JSON List

A list of user(s) to whom the step is currently assigned.

_completed_at.display_value

Completed at

DateTime

This represents the date and time of the item’s completion time in GMT format in the process table. 

_completed_at.timedelta

Completed at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_completed_at.timezone

Completed at

DateTime

This indicates the timezone in GMT format when the item was completed.

_completed_at.value

Completed at

DateTime

This field displays the date and time when the item was completed. The timestamp format is GMT-based.

_status

Status

String

The current status of the item such as InProgress, Withdrawn, Rejected, or Completed.

_stage

Stage

Number

A numerical value that denotes the item status. Following are the values representing the item status.

1-InProgress, 

2-Completed, 

3-Skipped, 

4-Rejected, 

5-Sendback, 

6- Withdrawn, 

7-Stopped, 

8-SendbackToInitiator.

_restart_info

Restart info

JSON

The date and time when the item was restarted.

_root_process_instance

RootProcessInstance

String

The root process instance is the main branch of the original process. Any parallel branches that come from it will have their "parent process instance" as the main process, which could be the root or another parallel branch if nested. 

_submitted_at.display_value

Submitted at

DateTime

This represents the date and time of the item’s submission time in GMT format in the process table. 

_submitted_at.timedelta

Submitted at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_submitted_at.timezone

Submitted at

DateTime

This indicates the timezone in GMT format when the item was submitted.

_submitted_at.value

Submitted at

DateTime

This field displays the date and time when the item was submitted. The timestamp format is GMT-based.

_request_number

Request number

Number

A sequential count of all the submitted items.

_is_public_form

Is Public Form

Boolean

A boolean value that indicates whether the item was created from a public form. For instance, this field is TRUE when the item is created from a public form.

_counter

Counter

Number

A sequential count of all the items, including drafts in a process.

_last_completed_step

Last completed step

String

It is the activity instance ID of the previous workflow step.

_progress

Progress

Number

A percentage value that indicates the progress of an item in a workflow.

_source_instance

SourceInstance

String

The ID of the source item from which the current item is duplicated.

Child table 

If the process has child tables, each child table will be created separately within the analytics module. The system automatically generates these tables in analytics upon creating the process in your Kissflow account. These tables are automatically generated and named in "ProcessName-ChildTableName" format. For instance, a process called Purchase Request will have a child table named Purchase Request Catalog Items table, where Catalog items will be the child's name created in the Purchase Request process.

System fields of the child table

Field ID

Field name

Data type

Description

_id

ID

String

The unique ID of the child table.

Name

Name

String

The name of the child table.

_created_by

Created by

JSON

This field stores information about the user who initially created the item.

_created_by.Kind

Created by

JSON

A subfield of "_created_by" always contains the value "User," indicating that a user created the item.

_created_by.Name

Created by

JSON

Another subfield of "_created_by" displays the name of the user who created the item in a format that includes both the first and last name of the user.

_created_by._id

Created by

JSON

The unique ID of the user who created the item. 

_modified_by

Modified by

JSON

This field stores information about the user who last modified the item.

_modified_by.Kind

Modified by

JSON

A subfield of "_modified_by" that contains the value "User," indicating that a user modified the item.

_modified_by.Name

Modified by

JSON

Another subfield of "_modified_by" displays the name of the user who last modified the item in a format that includes both the first and last name of the user.

_modified_by._id

Modified by

JSON

The unique ID of the user who last modified the item. 

_created_at.display_value

Created at

DateTime

This represents the date and time of the item’s creation in GMT format in the process table. 

_created_at.timedelta

Created at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_created_at.timezone

Created at

DateTime

This indicates the timezone in GMT format at which the item was created.

_created_at.value

Created at

DateTime

This field displays the date and time the item was initially created. The timestamp format is GMT-based.

_modified_at.display_value

Modified at

DateTime

This represents the date and time of the item’s last modification in GMT format in the process table. 

_modified_at.timedelta

Modified at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_modified_at.timezone

Modified at

DateTime

This indicates the timezone in GMT format at which the item was last modified.

_modified_at.value

Modified at

DateTime

This field displays the date and time when the item was last modified. The timestamp format is GMT-based.

_flow_name

Flow name

String

The name of the process.

System tables

Process tables in Analytics consist of two system tables: ProcessInstance and ActivityInstance. Each table contains specific system fields that provide the current status and workflow activity history of all items in all the processes. 

You can find the system table inside the Data explorer tab. You can also filter the data sources based on System tables to identify the tables quickly. You can use the system fields of the system tables to generate tabular, chart, and pivot reports.

ProcessInstance table 

The process instance table displays the current status of each item across all processes in your Kissflow account. In simple words, each process item is shown in individual rows in the table. If a process has parallel branches, the Parentprocessinstance column will contain the ID towards the respective item to indicate that.

Field ID

Field Name

Data type

Description

_id

ID

String

The ID of the process instance.

_created_by

Created by

User

This field stores information about the user who initially created the item.

_created_by.Kind

Created by

String

A subfield of "_created_by" that contains the value "User," indicating that a user created the item.

_created_by.Name

Created by

String

Another subfield of "_created_by" displays the name of the user who created the item in a format that includes both the first and last name of the user.

_created_by._id

Created by

String

This subfield contains the unique identifier (ID) associated with the user who created the item.

_modified_by

Modified by

User

This field stores information about the user who last modified the item.

_modified_by.Kind

Modified by

String

A subfield of "_modified_by" always contains the value "User," indicating that a user modified the item.

_modified_by.Name

Modified by

String

Another subfield of "_modified_by" displays the name of the user who last modified the item in a format that includes both the first and last name of the user.

_modified_by._id

Modified by

String

The unique ID of the user who last modified the item. 

_created_at.display_value

Created at

String

This represents the date and time of the item’s creation in GMT format in the process table. 

_created_at.timedelta

Created at

String

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_created_at.timezone

Created at

String

This indicates the timezone in GMT format at which the item was created.

_created_at.value

Created at

DateTime

This field displays the date and time the item was initially created. The timestamp format is GMT-based.

_modified_at.display_value

Modified at

String

This represents the date and time of the item’s last modification in GMT format in the process table. 

_modified_at.timedelta

Modified at

String

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_modified_at.timezone

Modified at

String

This indicates the timezone in GMT format at which the item was last modified.

_modified_at.value

Modified at

DateTime

This field displays the date and time when the item was last modified. The timestamp format is GMT-based.

_flow_name

Flow name

String

The name of the process.

ParentProcessInstance

ParentProcessInstance

String

The ID of the process instance when the process workflow contains parallel branches. This field will be empty without parallel branches in the workflow.

_root_process_instance

RootProcessInstance

String

The root process instance is the main branch of the original process. Any parallel branches that come from it will have their "parent process instance" as the main process, which could be the root or another parallel branch if nested. 

CurrentActivityInstance

CurrentActivityInstance

String

The current step’s activity instance of the item in a process.

CurrentActivityDef

CurrentActivityDef

String

The ID of the current activity logged in the ActivityInstance table.

PreviousActivityInstance

PreviousActivityInstance

String

The ID of the previous activity instance of the item logged in the ActivityInstance table. 

ParentActivityInstance

ParentActivityInstance

String

The ID of the original activity instance logged in the ActivityInstance table when the workflow step contains multiple branches. It will be the first parallel branch of a process.

StartActivityInstance

StartActivityInstance

String

The ID of the activity instance logged in the ActivityInstance table when the item’s workflow got  started. Each branch will have its activity instance when the branch initiates the action.

AssignedTo

AssignedTo

UserAndGroupList

The name of the user(s) to whom the current step is assigned.

AssignedAt.display_value

AssignedAt

String

This represents the date and time in GMT format when the item was assigned in the process table.

AssignedAt.timedelta

AssignedAt

String

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

AssignedAt.timezone

AssignedAt

String

This indicates the timezone in GMT format when the item was assigned in the process table.

AssignedAt.value

AssignedAt

DateTime

This field displays the date and time when the item was assigned. The timestamp format is GMT-based.

ExpectedAt.display_value

Expected At

String

This represents the date and time in GMT format at which the item is expected to be completed in the process table.

ExpectedAt.timedelta

Expected At

String

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

ExpectedAt.timezone

Expected At

String

This indicates the timezone in GMT format when the item is expected to be completed in the process table.

ExpectedAt.value

Expected At

DateTime

This field displays the date and time when the item is expected to be completed. The timestamp format is GMT-based.

AssignmentType

AssignmentType

String

The type of step assignment for approval. The assignment type will have one of the following values: Default, Round robin, or Least loaded.

WorkflowModelId

WorkflowModelId

String

The unique id of a process table to which the item belongs (e.g., Purchase_Request).

ContextProcessDef

ContextProcessDef

String

The ContextProcessDef field in analytics serves as an identifier for processes. It consists of a parent and child process with distinct IDs. For example, in a scenario where P1 is the parent process and P1.Child1 as well as P1.Child2 are child processes; their association is established through the parent table ID. Additionally, in cases of parallel branches, child processes can transition into becoming parents themselves.

_status

Status

String

The status of the process step. The status can be InProgress, Completed, Rejected, Withdrawn, or SendBack

_stage

Stage

Number

A numerical value that denotes the item status: 

1-InProgress, 

2-Completed, 

3-Skipped, 

4-Rejected, 

5-Sendback, 

6- Withdrawn, 

7-Stopped, 

8-SendbackToInitiator.

PreviousStep

PreviousStep

String

The id of the step from which the item is being moved in a process instance. 

ActedBy

ActedBy

Json list

A list of user(s) who acted on the process item.

Note

Note

String

A note is sent to the user when an item is sent back or reassigned.

StoppedFor

StoppedFor

String

The step ID of the item that has been stopped in the process.

ActivityInstance table

It displays the entire step history of each item across all the processes in your Kissflow account.

Field ID

Field name

Data type

Description

_id

ID

Text

The unique ID of the activity instance.

_created_by

Created by

JSON

This field stores information about the user who initially created the item.

_created_by.Kind

Created by

JSON

A subfield of "_created_by" always contains the value "User," indicating that a user created the item.

_created_by.Name

Created by

JSON

Another subfield of "_created_by" displays the name of the user who created the item in a format that includes both the first and last name of the user.

_created_by._id

Created by

JSON

The unique ID of the user who created the item. 

_modified_by

Modified by

JSON

This field stores information about the user who last modified the item.

_modified_by.Kind

Modified by

JSON

A subfield of "_modified_by" always contains the value "User," indicating that a user modified the item.

_modified_by.Name

Modified by

JSON

Another subfield of "_modified_by" displays the name of the user who last modified the item in a format that includes both the first and last name of the user.

_modified_by._id

Modified by

JSON

The unique ID of the user who last modified the item. 

_created_at.display_value

Created at

DateTime

This indicates the date and time when the activity occurred for the item, presented in GMT format within the process table.

_created_at.timedelta

Created at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_created_at.timezone

Created at

DateTime

This denotes the timezone that is stored in GMT at which the activity occurred for the item.

_created_at.value

Created at

DateTime

This field displays the date and time when the activity occurred for the item. The timestamp format is GMT-based.

_modified_at.display_value

Modified at

DateTime

This represents the date and time of the item's last modification activity of timestamp stored in GMT format in the process table.

_modified_at.timedelta

Modified at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

_modified_at.timezone

Modified at

DateTime

This indicates the timezone  that is stored in GMT format at which the item's last modification activity occurred.

_modified_at.value

Modified at

DateTime

This field displays the date and time when the item's last modification activity occurred. The timestamp is stored in GMT format.

_flow_name

Flow name

String

The name of the process.

PreviousActivityInstance

PreviousActivityInstance

String

The ID of the previous activity instance.

NextActivityInstance

NextActivityInstance

String

The ID of the following activity instance.

ActivityDef

ActivityDef

String

The unique ID of the process step.

ParentActivityInstance

ParentActivityInstance

String

The ID of the parent activity instance when the workflow step contains multiple branches.

ProcessInstance

ProcessInstance

String

This will contain the respective process instance ID.

RootProcess

RootProcess

String

This will contain the root process instance ID.

NodeType

NodeType

String

The type of process steps such as StartEvent, UserTask, and EndEvent.

ScriptName

ScriptName

String

The name of the workflow step in a process.

ActedBy

ActedBy

JSON array

A user who has approved the process item. In the case of a parallel branch, it will be a list of users who have approved the item.

ActedAt.display_value

Acted at

DateTime

This represents the date and time at which the item was acted upon in GMT format in the process table. 

ActedAt.timedelta

Acted at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

ActedAt.timezone

Acted at

DateTime

This indicates the timezone stored in GMT format at which the item was acted upon.

ActedAt.value

Acted at

DateTime

This field displays the date and time when the item was acted upon. The timestamp format is stored as GMT.

ExpectedAt.display_value

Expected at

DateTime

This represents the date and time in GMT format at which the item is expected to complete in the process table.

ExpectedAt.timedelta

Expected at

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

ExpectedAt.timezone

Expected at

DateTime

This indicates the timezone stored in GMT format when the item is expected to complete in the process table.

ExpectedAt.value

Expected at

DateTime

This field displays the date and time when the item is expected to complete. The timestamp format is GMT.

AssignedAt.display_value

AssignedAt

DateTime

This represents the date and time in timestamp stored in GMT format when the activity occurred for the item in the process table.

AssignedAt.timedelta

AssignedAt

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

AssignedAt.timezone

AssignedAt

DateTime

This indicates the timezone in GMT format when the activity occured for the item in the process table.

AssignedAt.value

AssignedAt

DateTime

This field displays the date and time when the activity occurred for the item. The timestamp format is stored in GMT.

DelegatedTo

DelegatedTo

JSON

The user to whom the item is delegated.

ActualAssignedTo

ActualAssignedTo

JSON array

The user who is first assigned to approve the process step of an item.

MinRequiredApproval

Min Approval

Number

The minimum number of approvals required to proceed to the next step.

ApproverUnit

Approver Unit

String

This field is used to determine the criteria for approval within workflows. It specifies whether the condition involves a fixed number of approvers, such as 10 individuals, or a percentage of the total assignees. For instance, if the condition is "10 percent of total assignees," the field captures the assessment unit for approval requirements in various workflow steps.

AssignedTo

AssignedTo

JSON array

The current list of user(s)assigned to approve the process step.

IsSLABreached

SLA Breached

Boolean

A boolean value that indicates whether the SLA is breached for a step. For instance, if the value is true, the SLA is crossed.

SendBackOut

SendBackOut

String

This field defines when an item moves from Step 2 to Step 1.

SendBackIn

SendBackIn

String

This field defines when an item moves from Step 1 to Step 2.

MoveToType

MoveToType

String

The field shows when an item is moved to either one of the steps: Go to or Sent back.

_status

Status

String

The status of the process step. The status can be InProgress, Completed, Rejected, Withdrawn, or SendBack.

_stage

Stage

Number

A numerical value that denotes the item status: 1-InProgress, 2-Completed, 3-Skipped, 4-Rejected, 5-Sendback, 6- Withdrawn, 7-Stopped, 8-SendbackToInitiator.

ActualTimeTaken

ActualTimeTaken

Number

The total time taken to approve a request. This value will be displayed in seconds. 

PreviousStep

Previous step

String

The id of the step from which the item is moved in an activity instance.

ReassignList

ReassignList

JSON

A list of user(s) to whom the step has been reassigned.

LastSelfPickedAt.display_value

LastSelfPickedAt

DateTime

This represents the date and time in GMT format when the item was last self-picked.

LastSelfPickedAt.timedelta

LastSelfPickedAt

DateTime

This field holds the time zone offset duration between Greenwich Mean Time (GMT) and the specific timezone. It remains empty when no such difference exists.

LastSelfPickedAt.timezone

LastSelfPickedAt

DateTime

Indicates the time zone in which the self-pick event occurred.

LastSelfPickedAt.value

LastSelfPickedAt

DateTime

This indicates the timezone in GMT format when the item was last self-picked.

LastSelfPickedBy

LastSelfPickedBy

JSON

This field stores information about the user responsible for the last self-pick action.

LastSelfPickedBy.Kind

LastSelfPickedBy

JSON

A subfield of "LastSelfPickedBy" always contains the value "User," indicating that a user is responsible for the last self-pick (e.g., User)

LastSelfPickedBy.Name

LastSelfPickedBy

JSON

A subfield of "LastSelfPickedBy"displays the name of the user that performed the last self-pick action in a format that includes both the first and last name of the user.

LastSelfPickedBy._id

LastSelfPickedBy

JSON

The unique ID of the user who is responsible for the last self-pick.

SelfPickedList

SelfPickedList

JSONList

The list of users who have last self picked the item in a process.

Note

Note

String

A note that is sent to the user when an item is sent back or reassigned.

AssignmentRule

AssignmentRule

String

The type of step assignment for approval. The assignment type will have one of the following values: Default, Round robin, or Least loaded.

DelegatedFrom

DelegatedFrom

JSON

The ID of the user from whom the request was delegated.

StoppedFor

StoppedFor

String

The step ID of the item that has been stopped in the process.