As an Admin, maintaining a high-level view of organizational efficiency is critical. The Admin Console provides a centralized hub to monitor, modify, and analyze every workflow within your organization—regardless of the original creator. This guide will walk you through accessing the Workflow Management suite, enabling you to optimize performance through real-time analytics and direct submission oversight.

Locating and Filtering Workflows

To see the list of workflows in your organization: 

1. In the Admin Console, in the left menu, click on Assets.

2. Next, select Workflows. 

To find a specific workflow or organize your workflows, you can use the following tools to narrow your view:

Search Bar

Use the search bar at the top of the workflow list to instantly locate specific assets. You can search using any of the following criteria:

• Workflow Name or ID: Find a specific process by its title or unique identifier.
• Owner Information: Search by the Name or Email of the individual who created the workflow.
• Team: Locate all workflows associated with a specific organizational team.

Filter Menu

The Filter menu allows you to drill down into specific subsets of your organization’s data. You can refine the list based on:

• Asset Owner: Toggle between workflows owned by individual Users or those owned by a Team.
• Status: View workflows that are Active, Auto-disabled, Disabled, In Trash, or Archived.
• Date Metrics: Filter by the Date Created or the Last Edit date to find recent or legacy assets.
• Error Status: Filter for workflows With or Without Errors to quickly identify and troubleshoot technical blockers.

Sorting

To organize your workflows by a specific category, simply click on the column header of the data you wish to prioritize.

• Workflow Name: Click to arrange your list alphabetically (A-Z or Z-A).
• Status: Group workflows by their current operational state to see all “Active” or “Disabled” items together.
• Flow Runs: Sort by volume to identify your most active or underutilized processes.
• Last Edit: Click to toggle workflows by most recently updated assets.
• Date Created: Click to toggle workflows by your organization’s original creation order.

Quick Actions

Once you have located the desired workflow, click on the Three Dots icon on the right side of the entry to manage it.

1. View Analytics 

This is where all of the data about your workflow lives, including flow runs and participants. The default date range is the last 30 days, but you can update this to whatever range you’d like. Let’s walk through this together:

1. In the Workflow Analytics, click on the Date Range to open the calendar.
2. Select your new date range and click on Apply.

2. Edit Workflow 

This opens the Workflow Builder. If the workflow belongs to another user, a red notification at the bottom of the page will display the asset owner’s username.

3. View Submissions

Directs you to the Inbox for that specific workflow to review all entry data.

4. Enable / Disable

Use this option to toggle the workflow’s availability. Disabling a workflow prevents new form fillers from triggering the flow without deleting the asset.

5. Archive

Select Archive to remove the workflow from your active list while preserving its data. This is useful for clearing clutter from the dashboard for completed or seasonal processes.

6. Move to Trash

Select Move to Trash to remove the workflow.

Downloading Workflow Information

You can also download a quick overview of document information, including the Workflow ID, owner, and edit/creation dates:

1. In the Workflow Table, on the right, click on the Download dropdown. 
2. And select Download as CSV or Download as Excel.