Monitoring Processes

Symphona Flow enables you to monitor Process executions within Process History, presenting both active on-going and historical logs. This article provides an overview to help guide you through monitoring and managing your process executions.

Tutorial Video

Follow along with us as we execute a Process and see how we can monitor on-going execution status and historical execution logs for both succesful and failed executions.

Process History

Process History enables you to filter previous Process executions by status, creation date, and other criteria. You can access detail views showing additional information about executions, including the execution path taken, how it was triggered, parameter values, and more.

Viewing Process Details

In Process History, you can view execution details and parameters of processes. For failed processes, you can also access its corresponding Fallout Ticket. Here’s how:

1. Navigate on the left side menu to Flow > Process History.
2. Click any Process within the Process History view to bring up its execution details.
3. Observe details within this side modal, including the execution path, status, current step, related Execution Group, parameter values, logs, and more.
1. If the Process execution failed, there will be an additional button at the top right corner of the side modal named Open Fallout Ticket which will take you directly to the corresponding Fallout Ticket opened for the failed Process.To access the corresponding fallout ticket, click the “Open Fallout Ticket” in the top right corner.

Filtering Processes

To filter Processes in the Process History view, follow these instructions:

1. Navigate on the left side menu to Flow > Process History.
2. Select the View All Filters button, next to the Search bar.
3. Filter by the desired fields, including “Process Status”, ”Environment”, “Start Date”, “End Date”, “Trigger Method”, or “Triggered By”.

View Execution Groups

When more than one execution is triggered at a one time (e.g. when a file is uploaded in Process Trigger), an execution group will automatically be created. To use the Execution Groups view, follow these instructions:

1. Navigate on the left side menu to Flow > Process History.
2. View the Executions Group tab.
3. Click the View All Filters button to filter execution groups by “Status”, “Date and Time Range”, “Upload Status”, and “Execution Status”.
4. You can open any bulk execution to view info such as the overall “Execution Status”.

BOA Dashboard

The Back Office Automation dashboard gives you a real-time view of your automated back-office processes. It is divided into two tabs – Process Executions and Fallouts – to help you monitor your automation performance and quickly spot any issues. The displayed metrics and charts will update based on the selected date range and process, allowing you to focus on the data that matters most.

To access this dashboard in the Symphona app, navigate on the left side menu to BOA Dashboard. By default, the Process Executions tab is active, and you can click on Fallouts to switch tabs.

Process Executions

The Process Executions tab provides an overview of how your automated processes are running within the selected timeframe. It shows you how many process executions have occurred, their success/failure status, and performance trends over time. This tab helps you answer questions like: How often are my processes running? Are they completing successfully? When do most executions occur?

Process Overview

In the Process Overview section, you will see summary cards with key metrics about your process runs. These metrics give a quick health check of your automations:

• Total Process Executions: The total number of times processes have run in the chosen timeframe. This counts all execution attempts (successful, failed, and in-progress).
• Successful Executions: How many process executions completed successfully (no errors) in that period.
• Failed Executions: How many process executions ended with a failure (creating a fallout). A failed execution indicates the process did not complete as expected.
• In Progress Executions: The number of process executions that are currently ongoing (only applicable if viewing a timeframe that includes the present). This shows if there are processes still running at the moment.
• Average Execution Time: The average time each process execution takes from start to finish. This helps you understand typical process duration. If this number is high, your processes might be lengthy or encountering delays.
• Percentage Successful: The success rate of process executions, expressed as a percentage of total runs that finished successfully. For example, if 9 out of 10 runs succeeded, this will show 90% successful.
• Percentage Failed: The failure rate of process executions, expressed as a percentage of total runs that ended in failure. For example, if 1 out of 10 runs failed, this will show 10% failed. Ideally, this number stays low – a high failure percentage may indicate issues with the process that need attention.

Process Execution Performance

Below the overview, the dashboard visualizes process execution performance over time. This section includes a chart that show when and how often processes are running, helping you identify patterns or anomalies in execution frequency.

Key features of the Process Execution Performance chart include:

• Time Distribution Chart: A chart that displays the number of process executions over time within the selected period. User’s can choose between a bar or line chart by pressing the settings button, and whether the graph should display voice or text conversations. The x-axis represents time intervals (for example, hours of the day if viewing Today, or days/weeks if viewing a longer range), and the y-axis shows the number of executions.
• Frequency Selection: You can adjust the granularity of the chart. For short timeframes like a single day, the chart may default to an hourly view (each bar = one hour). For longer timeframes, it might show daily totals. In some cases, the dashboard lets you switch the frequency (e.g., view by hour, day, or month) to get the appropriate level of detail. Users can also view more detailed frequency selections by moving the orange bar at the bottom.
• Trend Comparison (Today vs Yesterday): The chart provides a visual indicator of trends compared to the previous period. For instance, if you are viewing today’s executions by hour, the dashboard will display a comparison to yesterday’s execution counts for each hour.
• Execution Count Details: By hovering over, users can see the exact number of executions for that interval and the breakdown of how many succeeded or failed.

Step Execution Performance

At the bottom of the tab, the dashboard visualizes process step execution performance over time. This section includes a chart that show when and how often steps are running, helping you identify patterns or anomalies in execution frequency.

The chart has the same functionality as Process Execution Performance above.

Fallouts

The Fallouts tab focuses on any issues or exceptions that occurred during your process executions. The Fallouts tab helps you track how many of these incidents have occurred, how many have been resolved, and details about those still unresolved. This is crucial for maintaining your automations because it highlights where attention is needed to fix problems. A user can use this tab to monitor the “health” of processes and ensure any failures are being addressed in a timely manner.

Fallout Overview

At the top of the Fallouts tab, you’ll see the Fallout Overview section with summary statistics, similar to the Process Overview but specifically for fallout incidents:

• Total Fallouts: The total number of fallout incidents that occurred in the selected timeframe. This represents all process failures in that period.
• Resolved Fallouts: How many of those fallouts have been resolved.
• Unresolved Fallouts: How many fallouts are still open or pending resolution.

These three numbers give you a quick snapshot of the issues in your automations. Ideally, you want Unresolved Fallouts to be as low as possible. If Total Fallouts is high relative to the number of process executions, it means many processes are failing and you may need to investigate why. The Resolved vs Unresolved count lets you know if your team is keeping up with fixing issues.

Unresolved Fallouts by Step Over Time

This chart shows the trend of unresolved fallouts over the chosen timeframe, broken down by the process step where each fallout occurred. It helps answer: Which steps in our processes are causing the most issues, and are those issues growing or being resolved over time?

How to read this chart:

• The x-axis represents time (days or weeks within your selected timeframe), and the y-axis represents the number of unresolved fallout tickets.
• Line Per Step: If multiple steps have unresolved fallouts on a given day, the chart uses multiple lines. Each line corresponds to a different step.
• Trends Over Time: As time progresses (left to right), you can see if the overall number of unresolved fallouts is increasing, decreasing, or staying steady.
• Identifying Problematic Steps: By looking at the breakdown by step, you can identify if a particular step is frequently causing issues.

In summary, this chart helps you monitor not just how many issues are open, but also where in the process they originate and how long they persist. If you notice that a certain step has unresolved fallouts over several days, it might require a fix or more attention. If the chart shows that all fallouts drop to zero by the end of each day, that means issues are being resolved promptly.

Average Fallout Age in Days

This metric tells you how old the unresolved fallouts are on average, measured in days. In other words, it calculates the average duration that current open fallouts have been waiting to be resolved.

As a chart over time, the x-axis is time and the y-axis is the average age of open fallouts on each day.

• Understanding the value: For example, if the Average Fallout Age is 2.5 days, that means on average, your pending issues have been open for two and a half days since they occurred. A lower number (e.g. 0.5 days) indicates that most fallouts are resolved very quickly (within half a day on average). A higher number (e.g. 10 days) means issues are sitting unresolved for a long time.
• Why it matters: This metric gives insight into how efficiently fallouts are being handled. Even if the number of unresolved fallouts is not very high, a large average age is a warning sign that some incidents might be getting neglected. For instance, you might only have 3 unresolved fallouts, but if their average age is 15 days, it implies those 3 have been open for two weeks – a situation that likely needs attention.
• Trend Tracking: If presented over time, you can see if the average age is trending upward (meaning resolutions are slowing down or backlog is aging) or trending downward (issues are being cleared faster). Ideally, you want this number to stay low or decrease, indicating timely resolution of problems.

Unresolved Fallout Summary

At the bottom of the Fallouts tab, there is an Unresolved Fallout Summary table. This table lists each fallout that is currently unresolved and provides important details for each one. It’s essentially a to-do list of automation issues that still need resolution. Each row in the table is a fallout that you can review and take action on.

The table typically includes the following columns:

• Related Process Name: The name of the process where the fallout occurred.
• Priority: The priority level of the fallout ticket.
• Incident Time: The date and time when the fallout occurred.
• Step: The specific process step at which the failure happened.
• Fallout Message: A brief description or error message associated with the fallout.
• Assignee: The person who is currently assigned to resolve the fallout. This could be a specific user’s name or team name.
• Due Date: The target date by which the fallout should be resolved.

Using this table, you can click on a specific fallout to see more details or take action

• Monitoring Processes
• Tutorial Video
• Process History
• Viewing Process Details
• Filtering Processes
• View Execution Groups
• BOA Dashboard
• Process Executions
• Process Overview
• Process Execution Performance
• Step Execution Performance
• Fallouts
• Fallout Overview
• Unresolved Fallouts by Step Over Time
• Average Fallout Age in Days
• Unresolved Fallout Summary