Data Behavior in Rejections and Reopenings in Workflow nextGen

🎯 Objective

This article explains the behavior of Workflow nextGen data (also known as Workflow 2) in cases of step rejections and reopenings, detailing how these occurrences are reflected and analyzed in netLex's Intelligence and Connect tools.

Este artigo contém as seções:

• What changes in Workflow nextGen Data?
• How is the behavior for users and analysis?
• When does the improvement take effect?
• How to create reports that consider the new behavior?

💡 What changes in Workflow nextGen Data?

The configured flow provides steps and a specific path between them for the document to be finalized. However, steps may repeat within the same flow in cases of workflow rejection and reopening.

• Rejection: the person in charge returns the flow from one step to a previous one. As a consequence, the workflow reopens a step already completed previously, and others may repeat when the workflow advances again.
• Reopening: a canceled workflow can be reopened, and the canceled steps are started again. On the other hand, a completed workflow, when reopened, restarts the last previously completed step.

The complete data for each occurrence of each step, even if they repeat in a workflow for the same document, will be available for data analysis in the Intelligence and Connect tools starting June 2025. Below are guidelines regarding the new behavior.

 

⚙️ How is the behavior for users and analysis?
 

👉 What changes in Workflow nextGen behavior for responsible users?

Nothing changes. The Workflow nextGen business rules from the perspective of those who configure and those who use it remain exactly the same.
 

👉 What changes in Workflow nextGen regarding process data analysis?

Each step of the flow that occurs more than once provides individual data for each occurrence, with its own start and completion dates, duration, SLA, status, and responsible parties, for example. The same step can be counted more than once in the same document due to possible repetitions.

New rejection data is available: steps completed by rejection, the responsible user who completed their action with a rejection, and other steps and responsibilities that were canceled due to a rejection.

 

📈 When does the improvement take effect?

Data from rejected and reopened steps from June 2025 onwards will be provided to the Intelligence and Connect tools. Rejections and reopenings performed previously are not covered.

 

📊 How to create reports that consider the new behavior?
 

👉 How to create reports that consider rejection

In reports where the objective is to count the performance or occurrence of steps and responsible users regardless of whether the conclusion was approval or rejection, it is necessary to add to the filter the status of completed step or responsibility (already existing) + rejected (new). Until the filters are updated, existing charts will continue to count only approvals.

Example: to evaluate the average duration of each lawyer's performance in their demands, including the steps they approved but also those they rejected, the responsibility duration report by responsible user must filter by approved or rejected responsibility status.

To specifically evaluate rejections, the filter by step status or responsibility status should be used only with this status.


 

👉 How to analyze details of each step occurrence in the document

If the desire is to analyze each occurrence of the same step separately, use table reports and differentiate the step occurrences by start and end date/time.

 

👉 How to analyze data that considers repeating steps

In measurements that wish to count the same step multiple times per document, use measure by Unique Step. When measuring by document or step name, for example, steps that repeat will be grouped as one.

Example: the Legal step occurred 3 times in the same document and should then appear with a count of 3.