Chapter 10: Monitoring and Reporting

Chapter Objectives:

• Monitor your personal task performance and workload

• Track team statistics and identify bottlenecks (for Team Leads)

• Monitor workflow instances across the organization (for Administrators)

• Use filters effectively for analysis and reporting

• Understand and use performance metrics for continuous improvement

Prerequisites:

• Understanding of workflow task processing (Chapter 9)

• Familiarity with Business Central filtering

• Access to appropriate pages based on your role

• Understanding of workflow status lifecycle (Chapter 3)

10.1. Personal Task Monitoring

Role Center Cues

If Workflow Cues Configured in Your Role Center:

Cue Tile Display:

Cue Definitions (Table 72777606 - QUA WorkFlow Entries):

Personal Task Lists

My Tasks - Current Workload View:

Filter Configuration:

Page: QUA WorkFlow Entries
Filter Name: "My Current Tasks"

Filters:
  Detailed Entry No.: >0 (hide workflow headers)
  Assigned to: [Your User ID]

Example View:

My Current Tasks (Total: 17)

Status    Description                    Due Date    Critical   Activity     Age

Open      Wait for customer approval     12/15/25    12/12/25   Conditional  3 days
Open      Setup posting groups           12/20/25    12/18/25   Manual       1 day
Released  Call customer - overdue inv    12/02/25    12/01/25   Interaction  OVERDUE
Released  Verify email address           12/05/25    12/04/25   Conditional  CRITICAL
Released  Approve large order            12/06/25    12/05/25   Conditional  1 day
Released  Review credit limit            12/08/25    12/06/25   Manual       3 days
Released  Schedule follow-up meeting     12/10/25    12/08/25   Interaction  5 days
[... more tasks ...]

Insights from Personal View:

1. Overdue count: 1 task (RED FLAG - address immediately)

2. Critical count: 1 task (URGENT - complete today)

3. Open count: 2 tasks (Monitor - check why not released)

4. Released count: 14 tasks (Normal workload)

Overdue Task Management

Overdue Task Filter:

Filter Name: "My Overdue Tasks"

Filters:
  Detailed Entry No.: >0
  Assigned to: [Your User ID]
  Status: Released
  Due Date: ..[TODAY-1D]

Overdue Task Action Plan:

Personal Performance Tracking

Weekly Performance Review:

Review Period: Last 7 days

Metrics to Track:
  1. Tasks Completed: COUNT(Status=Completed, Completed at >= [7 days ago])
  2. Tasks Overdue: COUNT(Due Date < TODAY, Status<>Completed)
  3. Average Completion Time: AVG(Completed at - Released at)
  4. On-Time Completion Rate: % completed before Due Date

How to Calculate:
  Method A: Manual Count
    1. Filter completed tasks: Completed at >= [7 days ago]

10.2. Team Monitoring (for Team Leads)

Team Statistics

Accessing Team Statistics:

Method 1: From Business Teams Page

Method 2: From Team Card

Identifying Bottlenecks

Team Workload Analysis:

Step 1: View Team Task Distribution

Page: QUA WorkFlow Entries
Filter:
  Assigned to Team: SALES-TEAM
  Status: Released
  Closed: No

Group By: Assigned to

Result:
  Assigned to      Count    % of Total
  
  <blank>

Bottleneck Indicators:

Step 2: Identify Stuck Workflows:

Filter: "Potentially Stuck Tasks"

Criteria:
  Status: Open
  Due Date: <[TODAY-7D]

Step 3: Analyze Task Age:

Custom Column: "Days Since Released"
Formula (conceptual): TODAY - "Released at"

Sort by: Days Since Released (descending)

Result:
  Entry  Description              Days Since Released  Status    Assigned to
  
  1205   Review large order       15                   Released  JSMITH
  1198   Call customer follow-up  12                   Released  <blank>

Reassigning Tasks

Team Lead Reassignment Process:

Reassignment Best Practices:

Do:

• Consider task complexity vs. user experience

• Maintain customer relationship continuity when possible

• Notify users of changes

• Explain reason for reassignment

• Check if user already started work before reassigning

Don't:

• Reassign tasks user already started (check notes/logs)

• Overload already-busy users

• Reassign without communication

• Ignore user expertise/specialization

• Reassign tasks as punishment

10.3. Workflow Instance Monitoring (for Administrators)

Viewing All Workflow Instances

Administrator View:

Common Administrator Filters:

Filter 1: All Active Workflows (Headers Only)

Filter 2: All Active Tasks

Filter 3: All Overdue Tasks (Organization-Wide)

Purpose: Identify all overdue work

Filters:
  Detailed Entry No.: >0
  Status: Released
  Due Date: ..[TODAY-1D]

Filtering by Workflow, Status, Date

Common Analysis Filters:

By Workflow Type:

By Status (Organization Health Check):

Status Distribution Analysis:

Filter Set 1 - Open Tasks:
  Status: Open
  Closed: No
  Result: X tasks waiting for release
  
Filter Set 2 - Released Tasks:
  Status: Released
  Closed: No
  Result: Y tasks ready for work
  
Filter Set 3 - Completed Tasks (Last 30 Days):
  Status: Completed
  Completed at: >=[30 days ago]

By Date Range:

Purpose: Historical analysis

Date Range Filter Examples:

Last Week:
  Released at: >=[7 days ago]
  Completed at: <=[TODAY]
  
Last Month:
  Released at: >=[30 days ago]
  Completed at: <=[TODAY]
  
Specific Period:
  Released at: >=[Start Date]
  Released at: <=[End Date]

Identifying Stuck Workflows

Stuck Workflow Definition:

• Workflow instance with no progress for extended period

• All tasks Open or Released but none completing

• Appears "frozen" in execution

Detection Filter:

Filter Name: "Potentially Stuck Workflows"

Method 1: By Task Age
  Filters:
    Detailed Entry No.: >0
    Status: Open|Released
    Released at: <[TODAY-14D] (released >2 weeks ago)
    Closed: No
  
  Result: Tasks open/released for >14 days

Method 2: By Due Date
  Filters:
    Detailed Entry No.: =0 (headers)
    Status: <Completed
    Due Date: <[TODAY-7D]

Root Cause Analysis:

10.4. Using Filters Effectively

Common Filter Patterns

Pattern 1: Multi-Field Filters

Example: "High-Priority Customer Orders"

Filters:
  Workflow No.: ORD-REVIEW
  Assigned to: [Your ID]
  Status: Released
  Due Date: ..[TODAY+2D]

Pattern 2: Date Range Filters

BC Filter Syntax:

Today:              [TODAY]
Yesterday:          [TODAY-1D]
Last 7 days:        [TODAY-7D]..[TODAY]
Next 7 days:        [TODAY]..[TODAY+7D]
This week:          [WEEK]
This month:         [MONTH]
This year:          [YEAR]
Before today:       ..[TODAY-1D]
After today:        [TODAY+1D]

Example Filters:

Overdue:
  Due Date: ..[TODAY-1D]

Due This Week:
  Due Date: [WEEK]

Due Next 3 Days:
  Due Date: [TODAY]..[TODAY+3D]

Completed Last Month:
  Status: Completed
  Completed at: [MONTH-1]

Pattern 3: Team and User Combinations

Saved Filters

Creating Saved Filter Views (BC Standard Feature):

Recommended Saved Views:

FlowFilter Usage

What Are FlowFilters?

• Special fields that filter FlowField calculations

• Used in Business Teams table to filter statistics

• Allow dynamic calculation filtering

Example: Team Statistics with FlowFilters

10.5. Performance Metrics

Completion Rates

Metric Definition:

Calculation Methods:

Method 1: Manual Analysis

Period: Last 30 days

Step 1: Count Total Completed
  Filter:
    Status: Completed
    Completed at: >=[30 days ago]
  Count: A tasks

Step 2: Count On-Time Completions
  Additional Filter:
    Completed at: <=[Due Date]

Method 2: Excel Export

Target Completion Rate:

• Individual: >90%

• Team: >85%

• Organization: >80%

Average Task Duration

Metric Definition:

Calculation:

Uses:

• Improve due date estimates

• Identify inefficient tasks (long duration)

• Capacity planning (workload forecasting)

Overdue Percentages

Metric Definition:

Calculation:

Target Overdue %:

• Individual: <5%

• Team: <10%

• Organization: <15%

Trend Analysis:

User Productivity

Productivity Metrics by User:

Metric 1: Tasks Completed per Day

Metric 2: On-Time Completion Rate by User

Metric 3: Average Task Age

Performance Dashboards

Creating Summary Dashboard (Manual or Excel):

This completes Chapter 10 with comprehensive coverage of:

• Personal task monitoring (cues, lists, overdue management, performance tracking)

• Team monitoring for leads (statistics, bottleneck identification, reassignment)

• Administrator monitoring (all instances, stuck workflow detection)

• Effective filtering (patterns, saved views, FlowFilters)

• Performance metrics (completion rates, duration, overdue %, user productivity, dashboards)