Workflow Analytics API

Workflow Analytics API simplifies workflow data integration by providing data that can be read and used directly by analytics tools such as Microsoft Power BI, as well as DocuWare integration solutions. These allow users to extract, analyze, and visualize key insights from their business processes.

Key features of Workflow Analytics API

• Support analytics for process optimization, identification of bottlenecks, and management of workload and resources.

• Provide data in JSON format for developers, enabling seamless integration and easier data manipulation.

• Provide data in CSV format for out-of-the-box compatibility with common analytics tools.

• Reduce the need for middleware, while benefiting from the compliance and security standards of the DocuWare Cloud.

• Ensure data persistence per workflow for 90 days.

• Automatically update data every 24 hours.

• Efficiently handle large datasets for optimal performance.

Authentication & authorization

Authentication

To use the Workflow Analytics API, you must log in to DocuWare (Platform) and access the API with an OAuth2 Bearer Token.
More information on how to authenticate to DocuWare

Authorization

To access data from the Workflow Analytics API, the authenticated user must have either the "Designer" or "Controller" role for the specified workflow from which the data is being requested.

Enabling the collection of Workflow Analytics Data

To use Workflow Analytics, data collection must first be enabled for each specific workflow. You need to specify which workflows you want to activate data collection for and determine the type of data (data projections) that should be gathered for each workflow.

API Documentation

• Analytics Configuration: A collection of endpoints to verify, activate, and deactivate data projections for specific workflows.

• Workflow Analytics: A collection of endpoints to retrieve data from the data projections of specific workflows.

The API documentation can be accessed at the URL: …/DocuWare/Workflow/Analytics/index.html

Data Projections

To facilitate collecting relevant data, so called data projections are provided. Each data projection type is accessible via a dedicated endpoint.

Data projections are defined datasets intended to provide data for a specific purpose

Data Projection Types

Currently following data projection types are available:

Data Persistence

Once a data projection is enabled, data collection begins immediately. The status of each data projection will indicate one of the following:

• InProgress: Data collection is currently in progress.

• Ready: Data has been collected and is available for use.

Data will be available within 24 hours after a projection is activated. Each data projection provides access to data from all active workflow instances, along with data from instances completed within the past 90 days. Workflow instances completed over 90 days ago will not be available.

Data Formats

Each data projection supports two types of data formats that can be requested by providing the query parameter format= (default value: JSON)

By offering both JSON and CSV formats, we ensure that our data projections meet the diverse needs of developers and end-users alike.

JSON

• Purpose: JSON is designed to accommodate the needs of integrators and developers.

• Usage: It produces a standard data set that developers can easily transform and integrate into their applications and solutions.

CSV

• Purpose: CSV is meant to accommodate users who want to directly use the data set in Analytics/BI or spreadsheet applications.

• Usage: Similar to a CSV export of a result list, it produces a data set that is commonly compatible with such applications. Additionally, it offers further customization options, such as encoding and timezone adjustments.

Additional Query Parameters for CSV format

• csvIsUtc=

Purpose: To get dates either in UTC and default format or in the timezone and date format specified in the organization settings.

Default Value: false. If set to true, dates will be provided in UTC and default format

• encodingName=

Purpose: To specify the encoding of the data.

Default Value: UTF8

Supported Encodings: UTF8, ANSI, ASCII, Big5, ShiftJIS, Unicode, UTF8WithoutBOM.

How to use the API

{
  "FileCabinetId": "3938dcdd-d2c9-467a-b01a-5daf96c0ea0c",
  "WorkflowNamesList": [
    "Accounts Payable"
  ],
  "ProjectionTypesList": [
    "WorkflowRuntime","GeneralTaskExecutionTimes"
  ]
}

{
  "HasChanges": true,
  "OperationSummaries": [
    {
      "WorkflowName": "Accounts Payable",
      "WorkflowId": "bf8d21f9-4b0d-481e-95a2-e7f014adf3b7",
      "ProjectionType": "WorkflowRuntime",
      "Message": "Success"
    }
  ]
}

[
  {
    "WorkflowId": "bf8d21f9-4b0d-481e-95a2-e7f014adf3b7",
    "WorkflowName": "Accounts Payable",
    "ProjectionType": "WorkflowRuntime",
    "LastEventTimestamp": "/Date(1726493274127+0000)/",
    "ProjectionProcessingState": "Ready"
  }
]

[
  {
    "workflowVersion": 1,
    "docId": 18,
    "runtime": "00:00:34.6158214",
    "state": "Completed",
    "startTime": "/Date(1726493198284)/",
    "timeOfCompletion": "/Date(1726493232900)/"
  }
]

Additional Workflow-Related API Endpoints

The following endpoints are part of the DocuWare Platform API, not the Workflow Analytics API. While the Workflow Analytics API focuses on historical data, these endpoints provide real-time data. They offer essential workflow-related information that supports and complements the insights from the Workflow Analytics API.

• GET /DocuWare/Platform/Workflow/DesignerWorkflows

  • Returns a list of all published workflows where the current user has designer permissions.

• GET /DocuWare/Platform/Workflow/Workflows

  • Provides a list of all workflows where the current user has open tasks assigned.

• GET /DocuWare/Platform/Workflow/Workflows/{workflowId}/Tasks

  • Retrieves all tasks currently assigned in the specified workflow, identified by workflowId from the perspective of the current user.

• GET DocuWare/Platform/Workflow/ControllerWorkflows/{workflowId}/Tasks

  • Returns a list of all workflows where the current user has tasks assigned, from the perspective of a workflow controller.

• GET DocuWare/Platform/Workflow/ControllerWorkflows/{workflowId}/Tasks

  • Retrieves all tasks currently assigned to users in the specified workflow, identified by workflowId from the perspective of a workflow controller, including the Instance ID, Received Date, and Task Name.