So the plan is to use ShareVis for a while, review the audit trails of your processes and make some improvements. You’ll continue these steps for the foreseeable future in an effort to continually improve your processes. But how will you collect your process audit trails? Once a process is complete, ShareVis displays a complete, very verbose history on the screen. However, you need this data in more of a database or spreadsheet format in order to glean meaning from the raw data.
Functionality to compile and analyze the audit trail data is built right into ShareVis. It is in the form of the ShareVisAssignmentStatus and ShareVisProcessStatusList lists. Open your ShareVis process in ShareVis Designer and look in the lower-left corner of your process properties. You will see the the settings for these two lists. Before you can configure them though, the lists need to be created.
ShareVisAssignmentStatus and ShareVisProcessStatusList are normal SharePoint Lists based on two templates provided (and installed) by ShareVis. To create these lists do the following:
- Navigate to your FormEx/DocEx site
- Select Site Actions-Create
- You will see two custom lists: ShareVis Process Status List and ShareVis Assignment Status List
- Select ShareVis Process Status List, choose a name and create the new SharePoint List
- Repeat step 4 for the ShareVis Assignment Status List
Now that these two SharePoint Lists have been created, return to ShareVis Designer. You need to fill in three properties. First, type the URL of your FormEx/DocEx site (from step 1 above) in the ShareVisStatusListSite. Next, select the assignment status list and process status list from the drop-downs for these properties. Save your process and publish it.
Now, as the process runs, items will be entered into these SharePoint Lists that contain the complete audit trail of the process. The ShareVis Process Status List contains overall data about the process while the ShareVis Assignment Status List contains extremely detailed information about the process participants’ activities. Don’t forget you can use list filters and calculated columns to see the data you need (you don’t necessarily need to pull the data out of SharePoint to manipulate it).
Now that this data is captured in a SharePoint List you can export it to Excel or attach Key Performance Indicators to it to monitor progress. You could also use SQL Reporting Services or Excel Services to create custom dashboards that give a detailed overview of current process performance.
Finally, keep in mind as with all workflow changes, these changes affect all new processes. You won’t have the audit trail of processes that were started before you made this change. Never fear though, the audit trail of existing process can be exported via svadm.exe. Type svadm.exe at a command line and look for the help related to svadm.exe -o updateprocessstatuslist and updateassignmentstatuslist. Or, contact us and we can give you a hand.