The Workflow Monitor gives you a single, live view of every active workflow task across your team. It's for anyone who needs to see how work is progressing: which workflows are in flight, who's working on what, and where things might be slowing down. For a team leader it answers "how is my team getting on, and what state are our active flows in?" without having to chase people for updates.
Open the Workflow Monitor
The Workflow Monitor is a Smart View. Open your Smart Views and select Workflow Monitor. Select the star to keep it among your starred pages for quick access.
What the monitor shows
The monitor lists the workflow tasks that are active across your team right now. Each row shows the task, how long it has been open, the people on it, and a flow indicator. A New marker highlights tasks that have just been created, and a padlock marks a task that only its participants can see (the Team Access setting covered in Building a workflow recipe).
Select the flow indicator on any row to open the running workflow, with its current step and step history, exactly as described in Running and tracking a workflow.
Note: The monitor is about live work. It shows tasks that are active in workflows now, so it's a picture of the present rather than a historic report. Reporting on completed work and past performance isn't part of the monitor yet.
Group the view to answer different questions
Use the grouping control to organise the list. You can group by:
- Team Assignees groups every active workflow task under the person responsible for it.
- Workflow Recipe groups tasks by the workflow they belong to, so you can see how a single process is flowing across all of its active runs.
Tip: Grouping by Team Assignees is the quickest way to see how work is spread across your team. At a glance you can see who is carrying a lot of active workflow tasks and who has room for more, which makes it easy to spot an overloaded team member and rebalance the work before anything stalls.
Choose what each row shows
The Show control sets the detail shown against each task. By default this is Age, the time the task has been open, which is useful for spotting work that has been sitting too long. You can switch it to:
- A related connection by type, such as the Customer or Client the task relates to.
- A project, to see which project each task belongs to.
Filter to narrow the view
Use the filter control to focus on a subset of tasks. You can filter by:
- I'm a Participant to show only workflows you're part of.
- Has Attachments to show only tasks that have documents attached.
- Workflow Type to focus on one kind of workflow.
What's next
- New to running workflows? See Starting and tracking a workflow.
- Build or adjust the workflows (Admins and Team Owners): see Building a workflow recipe.