WorkflowHero

Chart Data Requirements

Understanding what data is needed to populate each analytics chart

Overview

WorkflowHero provides 8 analytics charts to help you visualize and track your organization's performance. Each chart requires specific data to display meaningful insights. Some charts populate immediately as you use the system, while others require data to accumulate over time.

1
Chart showing data now
3
Charts need immediate data
4
Charts need time-based data

Chart-by-Chart Requirements

Workflow Status Distribution

Available

Data Source: Workflows

Requirements:

  • •At least 1 workflow created
  • •Workflows with different statuses for meaningful distribution

When Populated:

Immediately after creating workflows

Minimum: 1 workflow

Optimal: 5+ workflows with varied statuses

Resource Usage Trends

Time-based

Data Source: Daily Snapshots

Requirements:

  • •System usage tracked over time
  • •Daily snapshots of storage, workflows, and documents
  • •Minimum 24 hours of data collection

When Populated:

After 24-48 hours of system usage

Minimum: 1 day of usage

Optimal: 7+ days for meaningful trends

Top Active Users

Activity-based

Data Source: Usage Events

Requirements:

  • •User actions logged (workflow creation, document uploads, etc.)
  • •Multiple users performing actions
  • •Events tracked in real-time

When Populated:

Immediately as users perform actions

Minimum: 10+ user actions

Optimal: 50+ events across multiple users

Document Type Distribution

Data-dependent

Data Source: Documents

Requirements:

  • •Documents uploaded to workflows or folders
  • •Various file types (PDF, DOCX, images, etc.)

When Populated:

Immediately after uploading documents

Minimum: 1 document

Optimal: 10+ documents of various types

Workflow Completion Trends

Time-based

Data Source: Completed Workflows

Requirements:

  • •Workflows completed over time
  • •Completion dates tracked
  • •Multiple workflows at different dates

When Populated:

After completing multiple workflows over time

Minimum: 2-3 completed workflows

Optimal: 10+ workflows over 30 days

Storage by Category

Data-dependent

Data Source: Documents

Requirements:

  • •Documents uploaded to different categories
  • •File sizes tracked per category
  • •Documents in workflows, folders, or standalone

When Populated:

Immediately after uploading documents

Minimum: 1 document

Optimal: 10+ documents across categories

AI Usage Trends

Feature-dependent

Data Source: AI Token Usage

Requirements:

  • •AI Assistant feature used in workflows
  • •Token consumption tracked
  • •Daily snapshots of AI usage

When Populated:

After 24-48 hours of AI usage

Minimum: AI Assistant used once

Optimal: Regular AI usage over 7+ days

Workflow Timeline (Gantt)

Available

Data Source: Workflows with Dates

Requirements:

  • •Workflows with start dates and due dates
  • •Active or completed workflows
  • •Date ranges for timeline visualization

When Populated:

Immediately after creating workflows with dates

Minimum: 1 workflow with dates

Optimal: 5+ workflows with different date ranges

Quick Actions to Populate Charts

1

Create Workflows

Create 3-5 workflows with different statuses and due dates

Impact: Populates: Status Distribution, Completion Trends, Gantt Chart

2

Upload Documents

Upload 5-10 documents of various types (PDF, DOCX, images)

Impact: Populates: Document Types, Storage Category

3

Use Daily Features

Perform actions like creating workflows, uploading files, using AI

Impact: Populates: User Activity, Usage Trends, AI Usage

4

Wait for Data Collection

Allow 24-48 hours for daily snapshots to accumulate

Impact: Populates: Usage Trends, AI Usage Trends

Expected Timeline

Day 1

Create workflows and upload documents. Workflow Status, Document Types, Storage Category, and Gantt charts will populate immediately.

Day 2-3

Daily snapshots begin accumulating. User Activity chart shows data as team performs actions. Usage Trends starts showing initial data.

Week 1

All charts showing data. Usage Trends, Completion Trends, and AI Usage charts display meaningful patterns with 7 days of data.

Month 1+

Rich historical data enables trend analysis, forecasting, and comprehensive insights into your organization's workflow performance.

Troubleshooting Empty Charts

Chart shows "No data available"

This is normal when you first start using WorkflowHero. Follow the quick actions above to populate charts.

Data not updating after actions

Try refreshing the page (hard refresh: Ctrl+Shift+R or Cmd+Shift+R) to clear cache and fetch latest data.

Usage Trends still empty after 24 hours

Ensure you've performed actions (create workflows, upload documents) for the system to track. Daily snapshots are created automatically overnight.

Need immediate help

Visit our Community Forum or check the API logs if you're an administrator.