> For the complete documentation index, see [llms.txt](https://docs.docontrol.io/docontrol-user-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docontrol.io/docontrol-user-guide/workflows/activity-dashboard.md).

# Activity dashboard

You can get a high-level [analytical view](#activity-analytics) of the monthly executions for a specific workflow, and view the [execution progress ](#workflow-execution-status)for a **specific** workflow over the last 30 days.

To [monitor executions](#monitor-executions) of a specific workflow, see:

* [Filter workflow executions](#filter-workflow-executions)
* [Analyze workflow executions](#analyze-workflow-executions)
* [Run execution actions](#run-execution-actions)
* [Event info](#event-info)
* [Execution details](#execution-details)
* [Troubleshooting](#troubleshooting)

{% hint style="success" %}
To access the activity dashboard:

* Go to **Workflows > Workflow list**, select a specific workflow, and click **View all**, OR
* Open a workflow canvas, and click **View activity**.
  {% endhint %}

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FdhB3rIUPXsqCKJ4suM0u%2Fworkflow%20list.png?alt=media&amp;token=7ffb7a43-9817-4fff-9c35-b870371e59b3" alt=""><figcaption><p>Workflow progress indicates number of executed workflows over the last 30 days</p></figcaption></figure>

## Activity analytics

Get a high-level view of the monthly executions for a specific workflow.

### Workflow overview

The overview indicates the name of the workflow, who created it and when, which SaaS event triggers it, and whether the workflow is active or inactive.

View the number of executions for this workflow in the last 30 days, with the increase or decrease in number of executions compared to the previous month.

<div align="left" data-full-width="false"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FNMYEO2Xwg5vKdnfCAmC0%2FWF%20activity%20DB1.png?alt=media&amp;token=86316838-3f77-43bd-a4cc-d939f8430fe1" alt=""><figcaption></figcaption></figure></div>

### Action breakdown

The number of workflow actions that were successfully completed in the last 30 days:

<div align="left"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FY2rmRQvrJFKSiXlR9OIo%2Faction%20breakdown.png?alt=media&amp;token=f17e695e-11c8-428f-9855-a3832d6d4a9b" alt=""><figcaption></figcaption></figure></div>

<table><thead><tr><th width="199">Action in breakdown</th><th>Description</th></tr></thead><tbody><tr><td>Notify action</td><td>When you inform a user or group of users about an event via email, Slack or webhook.</td></tr><tr><td>Approval</td><td>When you send a message to the approver via email or Slack, asking to either approve or reject the user's action.</td></tr><tr><td>Decision</td><td>When you send a message to a recipient, asking to choose between several options. The workflow branches out according to the recipient's decision.</td></tr><tr><td>Remediation</td><td>When you implement an action to mitigate overexposure or data exfiltration for various scenarios that are specific to each application.</td></tr><tr><td>PII scan</td><td>When you scan text-based files for PII (personally identifiable information).</td></tr><tr><td>Regex scan</td><td>When you scan text-based files for regular expression patterns and strings.</td></tr><tr><td>HTTP request</td><td>When you send an HTTP request to another system, endpoint or service, such as Jira, Datadog or VirusTotal.</td></tr><tr><td>Query</td><td>When you query the status of inventory items, such as users, assets, groups, domains or Google labels.</td></tr></tbody></table>

### Top actors and approvers

* Top actors - Indicates the highest number of executions triggered by users for this workflow
* Top approvers - Indicates the number of actions that users approved in executions of this workflow.

<div align="left"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FhpopxZHg5iTPHEHOJ9Sa%2FWF%20top%20approvers.png?alt=media&amp;token=f5c4f1f9-9617-4ee4-960e-cad1bd604196" alt=""><figcaption></figcaption></figure></div>

### Workflow activity

The interactive workflow activity indicates the progress of all executions for this workflow in the last 30 days, according to status (Completed, In progress, Warning, or Failed).

Hover over the graph to view the number of workflow executions per workflow status on a specific date.

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FS8dAIdSG08rL1bpfbMBC%2FWF%20activity%20DB3.png?alt=media&amp;token=9ef58ff9-dfb0-4bc4-b638-6eec37ccb8c4" alt=""><figcaption></figcaption></figure>

Click a workflow execution status to remove its display from the graph:

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FihtoIQWAw2OnUGqRyvpc%2Fdynamic%20workflow%20activity.png?alt=media&amp;token=37996ed5-0e76-40f3-920d-5b3cb25f234e" alt=""><figcaption><p>Only completed workflow executions are displayed</p></figcaption></figure>

## Monitor executions

From the activity list, can analyze the progress of executed workflows dynamically according to status.   You can further drill down and analyze the input and output of workflow executions.

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPWn3KBKRd9utGXz0cgd8%2FConditional%20I_O.gif?alt=media&amp;token=eeb5a36b-24f6-47a7-bb6a-325322233e91" alt=""><figcaption><p>Human-readable view allows you to better understand the workflow execution flow</p></figcaption></figure>

Execution details for each workflow are displayed according to these parameters:

<table><thead><tr><th width="211">Execution parameter</th><th>Description</th></tr></thead><tbody><tr><td>Start date</td><td>Specific date and time when the execution started to run</td></tr><tr><td>End date</td><td>Specific date and time when the execution was completed</td></tr><tr><td>Triggered by</td><td>Actor who triggered the event</td></tr><tr><td>Duration</td><td>Length of time the execution ran</td></tr><tr><td>Status</td><td><p><a href="#workflow-execution-status">Execution status</a> of the workflow:</p><ul><li>In progress</li><li>Completed</li><li>Warning</li><li>Failed</li><li>Cancelled</li></ul></td></tr><tr><td>Remediated</td><td>Total number of remediation actions inside each execution according to status (completed, warning, failed, cancelled). This breakdown is displayed only for <a href="/docontrol-user-guide/workflows/create-a-workflow.md#aggregated-workflow">aggregated workflows</a>.<br>At a glance you can see how many assets or user tokens or permissions were successfully remediated in a single execution.</td></tr><tr><td>Execution action</td><td><p>You can <a href="#run-execution-actions">apply a relevant action</a> to an execution:</p><ul><li>Approve/reject </li><li>Replay </li><li>Stop </li></ul></td></tr><tr><td>Event ID</td><td>Unique ID of the event which triggered the execution. Click the <strong>info</strong> icon to view <a href="#event-info">event info</a>.</td></tr><tr><td>Execution</td><td>Click <strong>View</strong> to see execution details</td></tr><tr><td>Preview</td><td>Opens thumbnail with a preview of the workflow execution</td></tr></tbody></table>

### Filter workflow executions

You can filter the execution list of a specific workflow according to execution status, or [additional filters](#additional-execution-filters).&#x20;

#### Workflow execution status

![](https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2F4nT7beUZcDiCYphPG2S5%2Fexecution%20status%20filter.png?alt=media\&token=f8b8b5cb-3ba4-4292-97dd-bb20889e3697)

<table><thead><tr><th width="210">Execution status</th><th>Description</th></tr></thead><tbody><tr><td>In progress</td><td><p>The execution is still running, or is waiting for an action to take place, such as:</p><ul><li>Timeout in the <strong>Wait</strong> action</li><li>Pending approval from the user in the <strong>Approve</strong> action</li></ul></td></tr><tr><td>Completed</td><td>The workflow execution was completed successfully.</td></tr><tr><td>Warning</td><td><p>An industry standard status, Warning informs users when something did not complete as usual, but is not business critical and doesn’t require immediate attention.<br>The workflow execution didn’t fail but couldn’t be fully completed due to a non-urgent issue, such as:</p><ul><li><strong>Item not found</strong> - 30 days passed since a file, comment or issue was created, and it was since removed. </li><li><strong>Collaborator not found</strong> - 30 days passed since a file was shared, and it's no longer shared with a specific collaborator. Or public sharing was removed from a file that was not public.</li><li><strong>File not supported</strong> - The file format is not supported or the file size is too large to be scanned; for example, a video file that could not be scanned for PII or regex.</li></ul></td></tr><tr><td>Failed</td><td><p>The workflow failed to execute, for example due to these reasons:</p><ul><li>Insufficient permissions to execute this action</li><li>Something went wrong in workflow execution</li><li>An internal error</li></ul></td></tr><tr><td>Cancelled</td><td>A user stopped the workflow execution before it was completed</td></tr></tbody></table>

#### Additional execution filters

You can filter the execution list of a specific workflow according to these additional filters:

<table><thead><tr><th width="172">Execution filter</th><th width="134">Comparator</th><th>Description</th></tr></thead><tbody><tr><td>End date</td><td>Date</td><td>A specific date range when the execution was completed: After, before, is between</td></tr><tr><td>Event ID</td><td>String</td><td>Unique event identifier: Contains, doesn't contain</td></tr><tr><td>Start date</td><td>Date</td><td>A specific date range when the execution started to run: After, before, is between</td></tr><tr><td>Triggered by</td><td>String</td><td>Actor who triggered the event:<br>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes</td></tr></tbody></table>

### Analyze workflow executions

You can investigate the progress of a workflow execution, and drill-down to investigate more details.

1. In the [Workflow list](https://app.docontrol.io/workflows?apps=GOOGLE_WORKSPACE), go to the relevant workflow.
2. Click the **View all** link next to the relevant workflow in the Workflow list, or click **View activity** from a specific workflow canvas.
3. To run an action on an execution, click the relevant option. See [Run execution actions.](#run-execution-actions)
4. Click the [Event ID ](#event-info)info button to view details of the triggering event for a specific execution.
5. To analyze a specific execution, click [View](#execution-details) in the Execution column.
6. Click the **Preview**![](https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FBiUsllxLPUlA0iahPa7p%2Fpreview%20icon.png?alt=media\&token=c70204c2-239e-4a75-9b43-d6106c30488b)icon next to a specific execution to view a graphic preview.

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FecLrpchnod0ib14sHEad%2Fworkflow%20activity.png?alt=media&amp;token=b53414a7-e746-4e2b-9fbf-7e073f53ab4e" alt=""><figcaption><p>Details for each specific workflow execution that was run</p></figcaption></figure>

### Run execution actions

You can apply various actions to executions:

* **Replay** - Re-run an execution instance that failed or was stopped.
* **Stop** - Cancel an execution whose status is pending, or is still in progress. If you want to deactivate a workflow, you first need to stop any execution instances that are running.
* **Approve/Reject** - Manually approve or reject an approval action to continue the workflow execution.

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FzsfiRIIbnvo3pEjAZ8Bw%2Fexecution%20actions%202.png?alt=media&amp;token=725fe2c9-b567-4e04-8735-48ac9c549dce" alt=""><figcaption></figcaption></figure>

#### To run an execution action:

1. In the Workflow list, click the **View all** link next to the relevant workflow, or click **View activity** from a specific workflow page.
2. To run an action on an execution, click the relevant option:
   * For a pending workflow, click **Approve/Reject** to either approve or reject the action, and continue the workflow execution.
   * Next to a failed or cancelled instance of an executed workflow, click **Replay**. The workflow runs again.
   * To cancel the workflow execution while it is in progress, click **Stop**.

### Event info

You can view the details of the triggering event for a specific execution of any workflow.

<div align="left"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPhoFC992id3sbukKKe8U%2Fevent%20info.png?alt=media&amp;token=b9151c4c-994d-49b3-89f8-70ff170fd550" alt=""><figcaption></figcaption></figure></div>

The event info displayed for the triggering event of each workflow execution includes:

<table><thead><tr><th width="208">Event info parameter</th><th>Description</th></tr></thead><tbody><tr><td>Date and time</td><td>When the triggering event occurred</td></tr><tr><td>Actor</td><td>Internal user who triggered the event</td></tr><tr><td>Target</td><td>External user involved in the event</td></tr><tr><td>App</td><td>SaaS application in which event occurred</td></tr><tr><td>Asset</td><td>Link to affected asset. Opens the individual asset page.</td></tr><tr><td>Event ID</td><td>Opens the <a href="/docontrol-user-guide/saas-data-monitoring/events.md">Events</a> page with the unique event ID. Copy the link to the clipboard.</td></tr><tr><td>Event type</td><td>Security category of event. For example, change user access, or view.</td></tr><tr><td>Event JSON</td><td>Click the link to copy the JSON file for the event</td></tr></tbody></table>

### Execution details

The execution details include input and output of each step in two modes:

* **Simplified mode** - This readable format allows you to better understand the run time evaluation of complex conditions. Each step in the workflow indicates its status.
* **Raw mode** - Input and output is presented in JSON format.

<div align="center"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FHyXG0xG6uAT39vG1C5a2%2FI-O%20modes.png?alt=media&amp;token=cdc88a80-1b3a-48d1-8a57-d26b5d640bb5" alt=""><figcaption></figcaption></figure></div>

#### To view execution details:

1. From the workflow activity page, click the **View** link under the Execution column for a specific workflow execution.
2. In the Execution details page, click the trigger or any action in the canvas to display its execution details in the right pane.&#x20;

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FlAUchbLCKI58RmL4R42s%2Fexecution%20warning.png?alt=media&amp;token=c0440f28-3749-4ec0-850f-ff12575491d4" alt=""><figcaption></figcaption></figure>

3. Click the [Event](#event-info) link to view details of the trigger event for a specific execution.
4. Click on the checkmark on each workflow step to view details of its execution.

<div align="left"><figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FtNGsxzIuU28xjIqZNRyO%2Fworkflow%20indicators.png?alt=media&amp;token=033a0ba2-5289-4f54-bfa0-f7728b404989" alt=""><figcaption></figcaption></figure></div>

### Troubleshooting

Steps and executions with the Warning status indicate workflow executions that didn’t fail, but couldn’t be fully completed due to a non-urgent issue. However, DoControl recommends that you periodically review these cases to validate or consider improving the workflow to prevent additional executions with a warning status.

**How do I improve my workflows so they won't get a Warning status?**

If you get Warning statuses regularly for a specific workflow, try to see where it usually happens, and add supportive conditions or action steps to handle these edge cases. We recommend these guidelines to handle common use cases with a Warning status:

* **File or collaborator not found** -
  * Make sure you configured the input for the step correctly and that the step is pointing to the relevant file or collaborator parameter from previous conditions.
  * Try to avoid a long wait time (such as 120 days) before acting on a file.
* **File not supported** - Filter the support file types before scanning them or performing actions on them.


---

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