How do we determine the completion of a flow status?

I’m looking to gather data on the completion dates for our workflow statuses. Is it possible to access the date and time when a flow is marked as complete? We need this information to analyze and report on the average time it takes to complete our workflows.

Could you please let me know if this is feasible, and if so, how we can retrieve this data?

Hi Group_Meridian,

Thanks for reaching out to Jotform Support. In the PDF report, it's possible to add the Flow activity History element that would show the timestamp of each action made. Let me show you how to do that:

1. In Form Builder, click on the Quick Navigational arrow at the top left corner of the page.
2. Click on the PDF Editor.
3. In PDF editor, click on the Add Element button on the left.
4. Select the Flow Activity History to add it to your form.
5. Then click on the Gear icon under it.
6. Then under the Date Format, update the format that includes the time.

Now, every time you download your submission as PDF, it will come with the timestamp of when the latest action was made. If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better?

Give it a try and let us know if you need any help.

No, I wish to create reports and analytics on hundreds or even thousands of submissions. This data needs to be exported into an Excel format that can be easily analyzed, filtered, and used to generate insights. Ideally, I need a way to automatically pull key metrics—such as submission dates, workflow completion times, and approval durations—into a structured Excel report for further processing. How can I achieve this within Jotform?

Hi Group_Meridian,

Currently, Jotform does not have a built-in feature to automatically generate detailed Excel reports with metrics such as submission dates, workflow completion times, and approval durations. However, you can achieve this using the Jotform API, which provides a flexible way to access and manipulate your submission data programmatically. The Jotform API allows you to retrieve submission data and apply filters to extract specific details. Below are some examples of how you can use the API to meet your requirements:

1. You can use the following GET request to fetch all submissions associated with your account:

   GET "https://api.jotform.com/user/submissions?apiKey={apiKey}"

2. To retrieve submissions that have been approved using the approval flow, you can use the following request:

   GET "https://api.jotform.com/form/{formID}/submissions?apiKey={apiKey}&filter={\"workflowStatus:eq\":\"Approve\"}"

3. Once you retrieve the data using the API, you can process it in your preferred programming environment (e.g., Python, JavaScript) to structure it into an Excel format for further analysis.

To get started with the Jotform API, you can refer to the Jotform API Documentation https://api.jotform.com/docs/ for detailed instructions on authentication, endpoints, and usage examples. 

Let us know if there’s anything else we can help you with. 

Yes, it is possible to gather data on the completion dates for workflow statuses, depending on the platform or workflow automation tool you are using (e.g., Jira, Monday.com, Salesforce, Power Automate, or a custom-built system).

• Many workflow tools automatically track status changes and log timestamps when a status is marked as "Complete."
• Look for an Activity Log, Change History, or Audit Trail in your platform.
• Example:
• Jira: Check the issue history or use a JQL query like:

pgsql



Copy



Edit

status changed to "Done" BY currentUser() DURING ("2025/03/01", now())

• Monday.com: Use the "Last updated column" or the API to track changes.

• If your platform does not log completion timestamps, you can create a "Completed Date" field and use automation to populate it when a task moves to "Completed."
• Example:
• In Monday.com, set up an automation:

pgsql



Copy



Edit

When status changes to "Completed", set date in "Completed Date" column to today.

• In Power Automate, trigger a flow when an item reaches "Completed" and log the timestamp.

• Most tools offer APIs or exportable reports to pull timestamped status changes.
• Example API call in Monday.com to get completion time:

graphql



Copy



Edit

query {

items (ids: [12345]) {

column_values {

id

value

}

}

}

• For Salesforce, you can query:

sql



Copy



Edit

SELECT Status, LastModifiedDate FROM Task WHERE Status = 'Completed'

• If timestamps are available, export them as CSV, Excel, or connect to a BI tool (e.g., Power BI, Google Sheets).
• Use formulas to calculate the average time between start and completion.

Would you like assistance with a specific tool or platform you're using? 🚀