View a Workflow Report

Workflows > selected Workflow > Reports tab

As long as you have Project Data permissions, you can view a Workflow report from the Reports tab of a selected Workflow. If the Workflow report has not yet been generated for a run Workflow, clicking the tab will generate it.

When you initially set up to run a Workflow, you can select Workflow Reporting options.

Toolbar Options

After you have generated the report and are viewing the report on the Workflow's Reports tab, you can use the following options:

Note: After you use Generate More Reports(for example, to request the Final Search term Report), click Download to get the report with all of the information. The UI version of the Workflow report focuses on Workflow summary information.

Workflow Report Summary

The summary includes the following information:

  • Workflow <name> — The assigned name of the Workflow.
  • <description> — The assigned Workflow description, if applicable. The Workflow description can be up to 255 characters.
  • Last run: — The date stamp representing the last time the Workflow ran in the format yyyy-MM-dd HH:mm:ss.
  • Target: — The search target selected for the run of the Workflow.
  • Target Docs: — The number of documents in the selected search target.
  • Tag/s: — Any Tags selected to apply to the Workflow results.
  • Culled Docs: — The number of the search target documents that were able to be culled based on the Workflow results.
  • Folder — The Folder selected to hold the Workflow results, if applicable.
  • Results: — The total number of documents in the result set, before deduplication of the results.

Workflow Steps

Each step in the Workflow is numbered. The report display the Term Query or Date Range query and Report Description for the query in a given Step, if one was set for the query. The Report description for a given query can have up to 255 characters.

Note: The display of the query on the Reports tab will be truncated if it exceeds the task description limit (255 characters). The query will use color to help identify items such as Boolean operators and special syntax.

Step 1:

The following statistics for the first step are displayed (Document Count, % Count, Total File Size (GB), and % Size):

  • Total Records — The total number of documents (records), % Count, Total File Size, and % Size for the selected search target for the Workflow.
  • Total Dupes (Global) — The total number of duplicates (duplicate records), % Count, Total File Size, and % Size in the search target view (where Global refers to Horizontal deduplication and Custodial refers to Vertical deduplication).
  • Total Search Hits (Deduped) — The total number of search hits (Document Count) from Step 1, deduped, as well as the % Count, Total File Size, and % Size for the total number of search hits for Step 1.
  • Total Search Hits with Family (Deduped) — The total number of search hits (Document Count), including family members, from Step 1, deduped, as well as the % Count, Total File Size (GB), and % Size for the total number of search hits with family for Step 1.

Each Subsequent Step

For each subsequent step, the following statistics are displayed (Document Count, % Count, Total File Size (GB), and % Size):

  • Total Incoming Records to the step) — The total number of search hits coming into the given step, along with the % Count, Total File Size, and % Size for the selected search target for the Workflow.
  • Total Search Hits (Deduped) — The total number of search hits (Document Count) from each subsequent step, deduped, as well as the % Count, Total File Size, and % Size for the total number of search hits for the given step.
  • Total Search Hits with Family (Deduped) — The total number of search hits (Document Count) , including family members, from the given step, deduped, as well as the % Count, Total File Size, and % Size for the total number of search hits (documents) with family for the given step.

Download Report Information

When you click (Download (.xlsx),, the content of the report depends on your selected reporting options. The download format is XLSX, which provides key information over multiple tabs, as follows, and contains the columns enabled in the Search Settings:

  • Glossary — This tab contains both a Glossary and a Legend to help you understand any Search Term results for the final step of the Workflow. If you generated the Final Search Term Report for the Workflow, the Glossary helps you follow the Search Term Hit Count information in columns of the Total tab as well as the appropriate Batch and/or Custodian tabs that apply to the Search Result view. The Total Deduped Docs count is the number of documents that hit upon a search term (deduped across all search terms). The Legend section identifies the prefixes used for each Batch and Custodian tab that applies to the search results view. For example, B1 may be the prefix used to represent a Batch called data1 (where the tab name is B1-data1), and C1 may be used to represent a Custodian called mikeg (where the tab name is C1-mikeg)
  • Workflow Report tab — When you generate a Workflow report, this tab is always included in the download XLSX. This tab summarizes the statistics for each step of the Workflow as well as the key information about the Workflow. Note that the download version is different from the summary format of the UI Workflow report. The display of a query in the Workflow will be truncated if it exceeds the task description limit (255 characters).
  • Summary (for a generated Final Search Term Report or an Export Comparison Report, with information based on the final search of the Workflow) — If a Final Search Term Report or an Export Comparison Report was generated for the Workflow, this tab summarizes the key counts and Search Settings for the final search of the Workflow, including the Total Records in the search target view for the final search, the Total Dupes in that search target view (where Global refers to Horizontal deduplication and Custodial refers to Vertical deduplication), the Total Search Hits (Deduped), and the Total Search Hits with Family (Deduped). The Search Settings for the final search include the Search Target, Query Entered, Include Families, Include Metadata, and Synonym Expansion. If an Export Comparison Report was generated, special Search Deduped Against Export information highlights the key calculations for the comparison, Export Settings information identifies the key settings from the associated Export (for example, Family Documents Added, Threaded Documents Added, Email Attachments Removed, OLE Attachments Removed, Archive Attachments Removed, and Duplicates Removed), and an Export Statistics section identifies what would be exported based on the document class. This tab also reserves a section for a logo and other job and client information.. This tab also reserves a section for a logo and other job and client information.

Note: In the Export Size area of the Search Deduped Against Export information, the Email Export size (in GB) is calculated in detail based on the email format selected for the Export (Native, HTML, MHTML, or HTML/MHTML). As such, the calculated Email Export Size should be a close estimate under normal circumstances. Note also that the Attachment Export entry includes both Message Attachments and Message OLE Attachments. The OLE Export entry includes EDoc OLE Attachments only.

  • Total —If the Final Term Search Report was generated for the Workflow, this tab provides the Search Term Hit Count information for the final search in the Workflow (per-Clause, as it appears on the Reports tab for the Search used in the Export comparison Report). An additional TOTAL line provides the statistics for the overall final search (that is, all clauses in the search, combined).
  • Per-Custodian tabs — If the Final Term Search Report was generated for the Workflow, these tabs provide per-Custodian Hit Count details for the search results view. Custodian tabs apply only to Project Data and views of Project Data. Only Custodians that are responsive to the search will have tabs. An additional TOTAL line provides the per-Custodian statistics for the overall search (that is, all clauses in the search, combined).
  • Per-Batch tabs — If the Final Term Search Report was generated for the Workflow, these tabs provide per-Batch (imported Data Set) Hit Count details for the search result view. Only Batches that are responsive to the search will have tabs. An additional TOTAL line provides the per-Custodian statistics for the overall search (that is, all clauses in the search, combined).