Submission Activity Analytics

Submission Activity Analytics shows submission activity across your team, including volume, workflow state The workflow state describes the current stage in a workflow as a result of the last action taken on a record. For example, a record might have the workflow state "Dispatched". progress, and breakdowns by form and user. Use it to see where work sits in the workflow and to drill into individual form submissions.

Available on the Intelligent and Elite tiers:

Contents

• Submission Activity Analytics
  • Access Submission Activity Analytics
  • Dashboard Sections
    • Filters
    • Submissions by Workflow State (Counts)
    • Chart options
    • Submissions by Month
    • Submissions by Workflow State (Chart)
    • Submissions by User (Top 50)
    • Submissions by Form (Top 20)
    • Submission Details table
    • Data Dictionary
  • Personalize Your Dashboard
    • Save or discard your changes

Access Submission Activity Analytics

1. Sign in to the Web Portal.

2. Select Data & Analytics.

3. Select Submission Activity Analytics.

Dashboard Sections

Filters

Use the filter panel to display specific data in every section of the dashboard.

Filter	Instructions
Form Submission Name	Search by name, using operators such as Contains or Equals. The filter matches text as a single string. Select Filter to apply.
FormSpace	Select one or more FormSpaces.
Form	Select one or more forms.
Workflow State	Select one or more workflow states.
Due Date	Search within a date range, Choose an operator such as Before, After, or Between, Inclusive. For range operators, you have the option to select a quick range such as Today, Last 7 Days, or This month. The default operator is After or on. Note:Dates and times reflect your local time zone.
Assignee/Approver	Select one or more owners. The filter options include both assignees and approvers.
Submitter Username	Select a submitter. This is the last user to submit the record from a device. Web portal approvers are not included in this filter.
Last Updated	Search within a date range. Choose an operator such as Before, After, or Between, Inclusive. For range operators, you have the option to select a quick range such as Today, Last 7 Days, or This month. Updates include form submissions, dispatches, transfers, edits, and edit requests. Note:Dates and times reflect your local time zone.

Note:To clear a filter, clear each option you selected.

Submissions by Workflow State (Counts)

These tiles show form counts across workflow states.

Each tile is color-coded by workflow phase:

Color	Indicates	Workflow states
Blue	Work has not yet been completed.	Dispatched, Incomplete
Amber	Work is in the approval process.	Pending Approval, Changes Requested
Green	Work is complete.	Completed, Reopened
Red	Work is cancelled and needs supervisor attention.	Cancelled

Workflow State Details

Workflow State	Description
Dispatched	The record was dispatched to a field technician. The record remains in this state until a field technician submits, declines, or transfers it.
Incomplete	A field technician transferred an incomplete TrueContext Teamwork-enabled record. The record might be assigned to another technician or available for a technician to claim or a dispatcher to reassign Assigning and reassigning control which users are responsible for dispatched records. A dispatcher with the "Can Manage Assignments" FormSpace permission can assign a record to a user or group and reassign it if the original assignee is unavailable. Field users can also claim unassigned records from the Group Inbox..
Pending Approval	A field technician submitted a record that requires approval. Any user in a group with the Can Approve FormSpace FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace. permission can claim and review the record. This workflow state is specific to records with an Approval Workflow configured.
Changes Requested	A supervisor chooses to Request Changes to the submitted record as part of an Approval Workflow.
Completed	A field technician submitted a completed record. This includes records that have been corrected and records approved through an Approval Workflow.
Reopened	A supervisor sent a completed record back to a field technician to make corrections.
Cancelled	A field technician declined the record after a dispatcher or the system dispatched it to them. A cancelled record can be reassigned to another user.

Chart options

Charts have an options menu in the top-right corner. Depending on the chart, you can:

Icon	What it does
Column Settings	Choose which columns appear.
Sorting	Sort the chart data.
Chart Selection	Change the chart type.
Fit to panel	Resize the chart to fit its panel.
Filters	Choose which filters affect this chart. By default, global filters are applied, but chart level filters can be applied separately.
More options (three dots)	Open a menu to download the chart as a CSV, Excel, PDF, or JPG file. Note:You can select the Export button on the toolbar to download the entire dataset.

Submissions by Month

Description	Shows total form submissions by month. Use this section to spot volume trends over time.
Additional Functionality	Select a month to break it down by form, user, or workflow state. Use Column Setting in the chart options to change how submissions are grouped by date.

Submissions by Workflow State (Chart)

Description	Shows the distribution of form submissions across workflow states as a chart. It mirrors the Submissions by Workflow State (Counts) totals and uses the same color coding.
Additional Functionality	Select a workflow state to see it broken down by month.

Submissions by User (Top 50)

Description	Shows form submission count, by user, in descending order. Use this view to review activity and workload distribution across your team.
Additional Functionality	Select a user to see their submissions by month.

Submissions by Form (Top 20)

Description	Shows form submission count, by form, in descending order. Use this view to identify your most active forms.
Additional Functionality	Select a form to see its submissions by month.

Submission Details table

Table Example
Description	Lists individual form submissions. Add/remove, reorder, or resize columns, sort the list, and open any form submission to see its complete details.
Additional Functionality	Sort the submission list To sort by a single column: Select a column header. Select it again to reverse the sort order. To sort by multiple columns: Select the sort icon in the top-right corner of the table to open the sort panel, then select each additional column to add it as the next sort level. Note:You can sort by a column even if it isn't currently shown in the table. Add, remove, or reorder columns To add or remove columns: Open the column options, then select or clear each column. To reorder columns: Drag a column header to a new position. To resize a column: Select and drag the edge of a column header. Open a form submission Select a reference number in the Reference # column. The form submission details page opens in a new browser tab.

Data Dictionary

Note:

• Dates show in your local time zone.

• A blank cell means the column does not apply to that submission.

• The column picker lists columns alphabetically by default.

Column	Description	Related help topic
Approval Date	The date and time the approval decision was made. Empty until the submission is reviewed.	Approve Submitted Records
Approval Notes	Notes the Approver added when approving the submission or requesting changes.	Approve Submitted Records
Approver User ID	The unique identifier of the Approver.	Approval Workflows
Approver Username	The username of the person who approved the submission or requested changes.	Approval Workflows
Assignment Scope	How the submission is assigned: to one person (User), shared across a group (Group), or unassigned (FormSpace).	Dispatch records to a group
Completion Result The completion result describes the outcome of a finalized record. It displays as part of the record's status, after the workflow state. For example, a record that passed an Approval Workflow shows "Completed (Approved)", and a record that was edited and resubmitted shows "Completed (Corrected)".	The outcome of the approval review: Approved or Corrected.	Approval Workflows Form Submission Workflow Status and States
Created	The date and time the submission was first created. Set once and never changes.	—
Created By User ID	The unique identifier of the user who created the submission.	View Form Submissions in the Web Portal
Data Flow State A data flow state describes how data from a dispatched or submitted record moves between the Web Portal and the Mobile App. For example, a record might have a data flow state of "Downloaded".	How data from a dispatched or submitted record moves between the Web Portal and the Mobile App. This is separate from the Workflow State.	Form Submission Workflow Status and States
Data Record ID	The internal identifier of the submission record. Most users should use Reference Number instead.	Where to find the reference number
Dispatch The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched record includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). Due Date	The date and time by which a dispatched submission must be completed.	Dispatch metadata
Dispatch Geo Altitude	The altitude (in metres) of the dispatch location.	Dispatch metadata Geolocation Data
Dispatch Geo Latitude	The latitude of the dispatch location.	Dispatch metadata Geolocation Data
Dispatch Geo Longitude	The longitude of the dispatch location.	Dispatch metadata Geolocation Data
Dispatch Notes	The instructions the Dispatcher provided to the recipient at dispatch.	Dispatch metadata
Dispatch Priority	The priority assigned at dispatch: Low, Medium, High, or No Priority.	Dispatch metadata
Dispatch Received on Device	The date and time the dispatch was received on the recipient's device.	Dispatch a form to a user
Dispatched At	The date and time the submission was dispatched.	Dispatch a form to a user
Dispatcher User ID	The unique identifier of the Dispatcher.	Dispatch a form to a user
Dispatcher Username	The username of the person who dispatched the submission.	Dispatch a form to a user
Edited	The edit status of the submission: whether it was sent back for corrections and resubmitted.	Form Submission Corrections
Entry Timestamp (UTC)	The date and time the user finished the form on their device, in UTC.	Form Submission Timestamp Fields
Form ID	The internal identifier of the form used to create the submission.	Set Up Form Properties
Form Name	The name of the form used to create the submission.	Set Up Form Properties
Form Submission Name	The name of the form submission.	Set Up Form Properties
Form Type	The type of form used: standard or web (Customer Feedback).	Customer Feedback (web) forms
Form Version	The version of the form used to create the submission, matching the version shown in the form's version history.	Form Versions
FormSpace ID	The internal identifier of the FormSpace that contains the form.	Managing FormSpaces
FormSpace Name	The name of the FormSpace (folder) where the form is located.	Managing FormSpaces
Group Owner Name	The name of the group the submission is assigned to, when it is group-assigned.	Dispatch records to a group
Last Updated	The date when the record was last worked on.	—
Assignee/Approver ID	The ID of the person currently responsible for the submission (the Assignee). May differ from the Submitter.	How Teamwork Works Dispatch Forms to Users
Assignee/Approver Username	The username of the person currently responsible for the submission (the Assignee). May differ from the Submitter.	How Teamwork Works Dispatch Forms to Users
Passthrough	Indicates a Data Passthrough submission that bypasses the normal dispatch workflow.	Enable Passthrough on Forms
Processing Completed	The date and time the server finished processing the data.	Form Submission Timestamp Fields
Processing Started	The date and time the server began processing the data.	Form Submission Timestamp Fields
Received For Edit	The date and time the Submitter opened the change request on their device.	Form Submission Corrections
Reference Number	The unique reference number for the submission. Select it to open the submission.	Where to find the reference number
Sent For Edit	The date and time an Approver sent the submission back for corrections.	Form Submission Corrections
Submission Group ID	The identifier of the submission group this record belongs to, when it is group-assigned.	Dispatch records to a group
Submission Language	The language and locale the submission was completed in (for example, en_US).	Multi-Language Forms
Submitter User ID	The unique identifier of the Submitter.	View Form Submissions in the Web Portal
Submitter Username	The username of the person who completed and uploaded the form.	View Form Submissions in the Web Portal
Upload Completed	The date and time the form data reached the server.	Form Submission Timestamp Fields
Upload Started	The date and time the upload started (data left the device).	Form Submission Timestamp Fields
Workflow Initiator ID	The identifier of the submission that started this workflow chain. Use it to trace approval and edit chains back to the original submission.	Form Submission Workflow Status and States
Workflow State	The current stage in a workflow as a result of the last action taken on the record (for example, Dispatched or Pending Approval).	Form Submission Workflow Status and States
一LEGACY一 Data State (use Data Flow State)	Legacy, simplified data state kept for backward compatibility. Use Data Flow State instead.	Form Submission Workflow Status and States
一SYSTEM USE ONLY一 isDeleted	Indicates whether the record has been deleted. Intended for system use; deleted records are normally excluded from the dashboard.	—
一SYSTEM USE ONLY一 Workflow State (Numeric Sort)	A system value used to sort Workflow States numerically. Use Workflow State for a readable value.	Form Submission Workflow Status and States
一SYSTEM USE ONLY一 Workflow State (Unformatted)	The raw, unformatted Workflow State value, intended for system use. Use Workflow State for a readable value.	Form Submission Workflow Status and States

Personalize Your Dashboard

Customize the dashboard to the way you work. Adjust the filters, choose and reorder columns, sort data, and change how charts display. Use the customization bar to save or discard your changes.

Save or discard your changes

Save your changes as a personalized view. Your saved view is restored each time you open the dashboard.

• To keep your changes, select Save. A message confirms that this overwrites your existing personalized view.

• To undo changes you haven't saved, select Discard Changes.

Note:Access your saved view at any time by selecting Get Personalized Version in the toolbar.