Approval reporting

Our compliance department is asking for some reporting about who approved a particular workflow publish. This job is done now so I can't see it in the GUI.

As I understand it Teamsite logs all this information in its databases.

Is there a way I can get this information out - without having to buy the reporting tool?

How did people do this before the reporting tool came out?

Thx

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jbonifaci

Actually, once the workflow is done, you can't access the information any more, it's gone.

I've never used the reporting tool, but I believe it logs the information to it's own database before the workflow completes. Someone please correct me if I'm wrong.

So I believe the answer is, you can't get the information you want.

~Jeff

Migrateduser

If you need to get the details of a completed workflow you can view the revisions and see the Submit Details. As for a way of getting all of them into a report I don't know of any way. We use an internal task after every approve/reject task in the workflow to write out all of our comments into a SQL database. If you can't find a way you may wish to log the comments yourself as we are doing.

Migrateduser

iwattrib y:\default\main\stuff\WORKAREA\otherstuff\templatedata\to
ols\Sales\data\nameofdcr history

This can get you the submit history which if you can recursively run through the folder and add it to a database in a custom perl script. Depending on how much data you have this custom routine could be run prior to creation of the report.

Or have it run at the end of each a workflow and have it dump the details of each file in the current job into a database which you could later report against.

iwovGraduate

Our compliance department is asking for some reporting about who approved a particular workflow publish. This job is done now so I can't see it in the GUI.

As I understand it Teamsite logs all this information in its databases.

Is there a way I can get this information out - without having to buy the reporting tool?

How did people do this before the reporting tool came out?

Thx

Without reporting tool, a common way to do this is to have an externaltask at the end of the workflow that logs the relevant information to a repository (logs, xml, database, etc.) that can be queried from a custom (reporting) interface.

Caveats to this is that this shows the end state of the workflow - unless you have multiple external tasks that track the information during the course of workflow. So, if for example the approval task is invoked several times (rejects) and the owner is different (grouptask, retainowner=f), you would be tracking only the last approver.

Another caveat is that a job owner or master user *can* "End Job" without explicitly transitioning to the "reporting" externaltask. ("End Job" link from CCPro). You maybe able to prevent this by proper design and possible UI customization.

iwovGraduate

Actually, once the workflow is done, you can't access the information any more, it's gone.

I've never used the reporting tool, but I believe it logs the information to it's own database before the workflow completes. Someone please correct me if I'm wrong.

So I believe the answer is, you can't get the information you want.

~Jeff

See documentation on delete_jobs_on_complete flag for iw.cfg

Migrateduser

See documentation on delete_jobs_on_complete flag for iw.cfg

Is this flag valid for all versions of TeamSite 6.x or only 6.5 and up.

iwovGraduate

Is this flag valid for all versions of TeamSite 6.x or only 6.5 and up.

Sorry, I should have mentioned this earlier. This flag is only for version 6.5. I don't remember on the top of my head if its for one of the SPs on top of 6.5 release. You'll have to check the documentation.

Migrateduser

So I believe the answer is, you can't get the information you want.

~Jeff

I think that you can get the required information from iwevents.log as the TeamSite workflow events loged to this file. Parsing iwevents.log is a CPU intense process so you might parse them on the development server.