Process table in Analytics

Mekha_Mathew
updated 11 mths ago

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.