How to set up a Approval Process Report

Anne Ramey
Report Writers
Knowledge of how to use Domo reporting tool

The Approval Process report will show all Closed Submissions and displays the Form Name, Count of the Times Requested, Count of the Number of Approvals, the Approved Count, Denied Count, Denial % (Denied Count/Times Requested), Average Fulfillment Duration, and the Average Approval Duration.

Note: This example report assumes use of Queue (Kinetic Platform's Fulfillment Kapp) for approvals.

Note: Click on the images to see them full size.

Action Enabled

The action enabled by this report will allow you to review the Approval Process and determine how much time is spent in the Approval Process Vs the Fulfillment Duration. You might see some trends that indicate that your Approval Process is causing a delay in your Fulfillment Process. You might be able to make some decisions about your Approval Process too. If all the Submissions are Approved, for the Software Request, but the Approval Duration is 5 days, it might be a good opportunity to remove the Approval Process and decrease the Fulfillment time by 5 days. If all of the Submissions are Denied, for the DNS Change Request, you could work with the Approvers to ensure that all of the information that they require is being populated on the Form Submission.

Sample Report

Approval Process

Report Definition

Database Table:

services + queue approval

Join Information:

  • Join Type: Left Outer - Include all rows from the Left input (services) and matching rows found in the Right input (queue approval)
  • Join Fields: services cid --> queue approval coriginId Left Outer

Search Criteria:

'c_coreState' = "Closed"

Fields Displayed:

  • Form: c_formSlug

Calculated Fields:

  • Times Requested: Count of the c_id field from the services table

Times Requested

  • Number of Approvals: Count of the cid1 (NOTE - Domo adds an _1 to the duplicated field names) field from the queue approval table

Number of Approvals

  • Approved Count: Count when l_Decision = Approved

Approved Count

  • Denied Count: Count when l_Decision = Denied

Denied Count

  • Denial %: Denied Count / Times Requested x100

Denial %25

  • Average Fulfillment Duration: Calculates the Average difference between the csubmittedAt and the cclosedAt (services table) per each form and display the results in Days, Hours, Mins, and Secs. This calculation is complicated and took multiple steps:

In order to make this calculation in Domo we had to convert the csubmittedAt and the cclosedAt date time fields into Decimals. This action was performed during the creation of the services --> queue approval join:

To Decimal

Now that these fields are Decimals we performed a Domo Calculator function in order to calculate the difference between cclosedAt and csubmittedAt. The results of this calculation are being stored in a column called Fulfillment Duration Seconds:

Fulfillment Duration Seconds

Now we can use the Fulfillment Duration Seconds calculation, in our Domo Card, in order to calculate and display the Average Fulfillment Duration in Days, Hours, Mins, and Secs:

Average Fulfillment Duration

  • Average Approval Duration: Calculates the Average difference between the ccreatedAt (createdAt is used because we need to know when the application created the Approval record and NOT when it was Submitted by the Approver) and the cclosedAt (queue approval table) per each form and display the results in Days, Hours, Mins, and Secs. This calculation is complicated and took multiple steps:

In order to make this calculation in Domo we had to convert the ccreatedAt and the cclosedAt date time fields into Decimals. This action was performed during the creation of the services --> queue approval join:

To Decimal (1)

Now that these fields are Decimals we performed a Domo Calculator function in order to calculate the difference between cclosedAt1 and ccreatedAt1 (as these fields are from queue approval and because the field names are also in services Domo adds an _1 to the field name). The results of this calculation are being stored in a column called Approval Duration Seconds:

Approval Duration Seconds

Now we can use the Approval Duration Seconds calculation, in our Domo Card, in order to calculate and display the Average Approval Duration in Days, Hours, Mins, and Secs:

Average Approval Duration