Custom reporting

What is it?

Reporting and analytics are an essential part of Avvoka's offering, and are an extremely useful by-product of the metadata stored in contracts. Once documents are generated on the platform, Users are able to surface things like the types of documents generated, volumes of documents generated, the name of the author's specific attributes, and can filter by specific questionnaire answers. In addition, reports can be downloaded as well as scheduled so that users get useful snapshots at predetermined intervals.

How does it work?

There is a six-step process to building a report on Avvoka:

To get started, navigate to the analytics icon at the top of the page (this looks like a bar chart).

Then, click ‘Custom’ which is the last option on the left side pane.

Once you’re in the custom reporting tool, click the ‘Build new report’ button on the top right corner of the page.

First, users are required to fill in some basic details about the report. This could be its title, the Profile to which the report belongs, and any users that need access to it.

Second, users are requested to select a 'Sample' size from which to run the report. This localises our search to a specific Profile, Template (or set of templates), author(s) or any labels that have been applied.

When clicking either option, a dropdown menu will be displayed from where you can choose the relevant value for your report. You may distinguish between different versions here also by using the tickboxes.

The 'Filters' tab is the next step, and one of the most important - from here, users can apply filters to further segment their data. Choose between individual static system properties, documents created in a specific time/date window, or search for specific questionnaire answers. For example, you may want to find any employment agreements where a probation period has been selected or the employee has been eligible for a company car. Users may use filters to achieve that.

Now, you have the ability to filter documents according to different workflow states as well. This includes the options to filter by untriggered workflows, completed workflows, approved workflows, pending approval workflows, and rejected approval workflows. You can do so by selecting 'Workflow filters' by accessing 'Add a filter' button on the 'Filters' page. The filters correspond directly to the names of the workflows within each template, rather than being based on the actions involved. This distinction ensures that the filtering functionality aligns precisely with the specific workflow names associated with your templates.

Within the filtering capabilities, there are two main workflow actions. The first action pertains to the approval workflow, which allows for the checking of its current status, specifically whether it is pending or approved. This enables users to quickly identify documents that are awaiting approval or have already received the necessary approval. The second action involves the send document workflow, where the focus is on determining whether it has been triggered (completed) or remains untriggered. By applying this filter, users can efficiently track the progress of document sending, ensuring that all necessary steps have been taken and completed.

Users may also create a time-based filter based on specific dates. For instance, Document created from 11th October 2022 will search for documents that have been created from 11th October 2022 onwards. Always remember to click ‘Apply’ so that your settings are saved for the filter you choose.

Also, more advanced date filtering has been introduced to allow filtering based on whether date values fall within a certain period. The new functionality allows users to apply a custom report filter for locating documents with a date attribute that falls within a dynamic period. It allows users to select specific date attributes or operations, define a desired timeframe, and generate tailored reports. Users have the ability to filter documents based on dates within their specified timeframe, which enhances the retrieval of time-sensitive data. The feature includes diverse fields and options for precisely defining the timeframe, such as specifying the number of days, weeks, months, or years, including business days. Users can choose to filter documents based on dates from/before the generation date.

Once all your filters have been applied, click 'Next' to progress.

Next, users may select what information actually shows in the report. This may be the name of the author, the document title, or even the name of the data point. Selecting the right fields here is essential to your report displaying the right items.

Also, all participants can be displayed in documents, separated by roles.

To do so follow these steps:

By doing this, the document will now include a column displaying the participants' roles, allowing you to easily view and organise them.

You could also choose to display Document Links from the dropdown menu under 'Add display column'. This functionality helps in directly linking the document's links for ease of accessibility.

Finally, click 'Run report', to return a dataset which will be segmented by your sample size, filtration and display items. If you'd like the data exported to xlsx, you may click 'Download report'.

To schedule a report, continue onto the Scheduling page by clicking 'Next'.

To schedule a report, choose the desired intervals, frequency and date as detailed in the screenshot below. By way of an example, a user may want to schedule a report to generate starting 11th October 2022 for every month at 9:00 am until 31st December 2022.

To select the desired recipients of the scheduled report, click the ‘Recipients’ button and add the relevant email addresses.

Finally, a user may style the actual email content that goes out to the recipients. This can be done by toggling to the 'Email content' tab, and filling in the desired text that will be sent out.

Click 'Done' to end the process.