Board table in Analytics

Mekha_Mathew
updated 11 mths ago

Board tables are system-generated tables that appear in Kissflow Analytics for each board that you create in your Kissflow account. These tables allow you to interpret and analyze the board data in Analytics. The Analytics module provides a structured and comprehensive view of a board, including all form and system fields. Any subitems part of a board will be listed under the parent table. A child table that is part of a board will be available as an individual table in Analytics.

Subitems in a board table

In a board table, each item is represented as a row, and subitems are also included as rows within the main table.

To exclude subitems from the view, you can apply a filter in the board table. You can also apply the same filter in report configuration or in a dataview. For example, on the board table page, follow these steps.

Click the filter button ().
Select Add a filter.
Choose the field Parent ID and set the operator as Is empty from the dropdown menu.
Click Apply to view the list of parent items only in the table. Alternatively, if you select the operator as Is not empty, you can view the subitems of the table.

The rows are ordered in the table based on the modification time, with the most recent items appearing at the top. This ensures you can easily access and track the latest changes made to the board.

System fields and custom fields

In the query editor for dataview creation, system fields can be easily identified by their use of the '_' (underscore) symbol as a prefix. Examples of system fields include _id and _created_by. This naming convention also extends to child tables associated with the board. Custom fields are recognizable as they don’t start with an underscore, but they may have underscores within the field name. Examples of custom fields include Company_Name and Purchase_Request_.

System fields are referred to as Field IDs within the query editor, while they are referred to as Field names in the data source viewer or report configuration. Field IDs are used for constructing queries, whereas Field names are used for viewing and configuring reports.

_id - Unique id for each item and subitem which you can use as primary key.
_item_id - The _item_id of a subitem will serve as a readable key that can be utilized for filtering and selecting in order to display individual items.

Check the complete entity relationship of the data sources to learn about the structure of the Analytics tables.

System fields of the board table

All form fields and system fields associated with the board are available as columns in the board table. Access to these fields allows analyzing and reporting on various use cases. For example, you could calculate the time taken for items across multiple boards to evaluate the assignee's performance or status to gauge employee efficacy.

Field ID	Type	Field Name	Description
_counter	Number	Counter	An overall count of items including all existing, moved, and deleted subitems on a board.
_item_id	Text	Item ID	The display name i.e. readable form of an item id / sub item id.
AssignedTo	User	Assignee	The name of the user to whom the item / subitem is currently assigned.
_category	Text	Category	The default categories in the board workflow such as Not started, In progress, Done, and Closed.
_status_name	Text	Status	The current status of an item. Status names are defined within the default categories in the board workflow. This can be one of the default statuses such as New, In progress, or any custom status you add in the board workflow.
_status_id	Text	Status Id	The system defines id for each status which will be in the order of workflow.
_priority_name	Text	Priority	The priority level set for an item on a board such as High, Low, and Critical.
_priority_id	Text	Priority Id	The priority ID assigned to an item such as High, Low, and Critical.
_priority_sequence	Number	Priority Sequence	The order in which items are prioritized or ranked based on their importance such as 1, 2, 3, 4 (main item).
_subitem_title	Text	Subitem title	The title of a subitem on a board.
_subitem_description	Text	Subitem description	The description of a subitem on a board.
_state_id	Text	State Id	The ID of the subitem state. E.g. State_On_Hold, State_Not_Started.
_state_name	Text	Subitem state	The current state of a subitem. E.g. Not started, In progress, On hold, Done
_subitem_index	Number	Subitem Index	The specific order or position of subitems of an item. The number is specific to the item it was assigned while that subitem got created.
_parent_id	Text	Parent Id	The parent ID of the subitem in an item. This will be null when the row is an item.
_total_subitem_count	Number	Total subitem count	The total count of all current subitems associated with a particular parent item.
_completed_subitem_count	Number	Completed subitem count	Total count of all completed subitems in an item.
_subitem_counter	Number	Subitem Counter	An overall count of subitems associated with a parent item, including all existing, moved, and deleted subitems.
DueDate	DateTime	Due by	The date by which a subitem must be completed. This is applicable for both the items and subitems.
Requester	User	Requester	The user who requested an item.
ItemType	Text	Item Type	The type of item on a board such as ISSUE, FEAT.
_current_status_instance_id	Text	Current Status Instance Id	A unique ID representing the current status instance of an item. This can be referred to in the BoardStatusInstance table.
_previous_status_instance_id	Text	Previous Status Instance Id	A unique ID representing the previous status instance of an item. This can be referred to in the BoardStatusInstance table.
_start_status_instance_id	Text	Start Status Instance Id	A unique ID corresponding to the initial status instance of an item when it was first created.
_end_status_instance_id	Text	End Status Instance Id	A unique ID representing the final status instance of an item, indicating the state it reached upon completion or closure.
_resolved_at	DateTime	Resolved at	The date and time when an item is resolved.
_resolution_time	Number	Resolution time	The total time (seconds) taken for an item to be completed. This will have value only for those items which have ‘_category’ = Done.
_is_reopened	Boolean	Reopened Item	This is a field that indicates if an item was reopened or not.
_watchers	MultiUser	Watchers	The list of users who are watching the item.
_id	Text	ID	A unique string generated by the system to identify an item.
Name	Text	Title	The name given to an item by the user during its creation.
_created_by	User	Created by	The name of the user who created the item.
_modified_by	User	Modified by	The name of the user who last modified the item. This is applicable for both item and subitem.
_created_at	DateTime	Created at	The date and time when the item/specific step was created. This is applicable for both item and subitem.
_modified_at	DateTime	Modified at	The date and time when the item was last modified for both subitem and item.
_flow_name	Text	Flow name	The name of a board.
_model_id	Text	Model ID	The unique ID of a board.

Note:

Analytics shows the resolution time in seconds. However, in individual reports of boards, it is shown in a different format.

Child table

If the board has child tables, each child table will be created as a separate table within the analytics module. These tables are automatically generated and named in "BoardName-ChildTableName" format.

System fields of the child table

Field ID	Type	Field Name	Description
_id	Text	ID	The unique ID of the child table.
Name	Text	Name	The name of the child table.
_created_by	User	Created by	The name of the user who created the child table.
_modified_by	User	Modified by	The name of the user who last modified the child table.
_created_at	DateTime	Created at	The date and time when the child table was created.
_modified_at	DateTime	Modified at	The date and time when the child table was last modified.
_flow_name	Text	Flow name	The name of the board.
_model_id	Text	Model ID	The unique ID of the child table.
_instance_id	Text	Instance ID	The item ID that is used to refer to the respective item in the board table.

Board Workflow Instance table

The Board Workflow Instance table is a system table that contains an overview of the workload information such as status updates for all items across all boards. You can find the system table inside the Data explorer tab. You can also sort the data sources based on System tables to easily identify the Board Workflow Instance table. You can use the Board Workflow Instance table fields to generate various types of reports such as tabular, chart, and pivot reports.

System fields of the system table

Field ID	Type	Field Name	Description
_status_name	Text	Status	The status name of an item.
_status_id	Text	Status ID	The unique ID of the statuses in the Board, such as Not started, In progress, Closed. When an item is moved to a new status, the status ID will be assigned to the item.
_category	Text	Category	The default category name for all the statuses in a board.
AssignedTo	User	Assigned To	The name of the user to whom the item is assigned to.
ExitAt	DateTime	Exit at	The time at which the status was moved to another status.
GrossTime	Number	Gross Time	The time taken (in seconds) to complete a status.
Previous	Text	Previous	The previous instance ID of the item.
Next	Text	Next	The next instance ID of the item.
_id	Text	ID	The unique ID of each instance.
_created_by	User	Created by	The name of the user who created the item.
_modified_by	User	Modified by	The name of the user who last modified the item.
_created_at	DateTime	Created at	The date and time when your item was created.
_modified_at	User	Modified at	The date and time when the item was last modified.
_flow_name	Text	Flow name	The name of the board.
_model_id	Text	Model ID	The unique ID of the board.
_instance_id	Text	Instance ID	Instance ID is the unique ID of an item on a board table. Every instance of the item generates a new record with this unique ID.

Note:

The state changes of subitems will not be available in the Board Workflow Instance table. This means that subitems will only be accessible within their respective board table, providing the latest state information.

Use case

Consider the following use case for a board table. You are managing a board that contains several items under various categories. You can create a category-wise distribution report to interpret the data in this and filter out only the relevant fields. This will allow you to analyze and visualize the distribution of items across different categories within your board.

To generate this report, follow these simple steps:

Click on the Create Report under the Reports tab in the analytics module.
Choose the data source as Board Workflow Instance since it contains the necessary information for tracking item statuses.
Select the report type as Pivot to pivot and summarize the data effectively, and click Create.
Once the pivot configuration page appears, set the columns as Category, as this will be the basis for the distribution analysis.
Choose the ID field as the values, which will provide the count of items in each category.
Set the rows as Flow Name to examine the distribution based on different process flows.
To refine the report, add a filter by clicking Add a filter. Choose the Created at field, set the operation as Equal to, and enter the value as Last 30 days. This will limit the report to items created within the past 30 days.
Apply the filter and save the report configuration.
By doing so, you will obtain a comprehensive report that displays the category-wise distribution of items created within the last 30 days on the board.