Quickstart

This quickstart guide demonstrates how to create a dashboard from start to finish, using an example scenario. David, an integration lead, is tasked with creating a strategic ROI dashboard to help senior leadership understand the impact of the automation adoption at their company.

Completed ROI dashboard

Plan your dashboard

You must define your audience, audience needs, and determine the high-level purpose of your dashboard. You can also define the key business questions your dashboard must answer.

In our example scenario, David has identified the following audience and business questions.

• The primary audience of this dashboard is senior leadership (business users).
• They need to understand how automation contributes to cost-savings and apply these insights to guide the direction of the company.
• The dashboard's main purpose is to provide an overview of how well automation is adopted, the value it delivers, and which teams are using it the most.
• It requires reporting on high-level KPIs (key performance indicators).

• How many integrations have been built company-wide?
• How many are actually being used?
• How much time and money has the company saved?
• Which projects save the most money?
• Which departments are using Workato the most?
• How has automation contributed to efficiency gains?

The next steps are to identify the metrics and dimensions required to answer your questions and ensure you're prepared to capture these values effectively.

Identify your metrics and dimensions

The following table demonstrates how you can analyze your business questions to identify your metrics and dimensions.

Question	Metric	Dimension
How many integrations have been built company-wide?	Count of recipes	Time (week, month, or year)
How many are actually being used?	Count of active recipes	Time (week, month, or year)
How much money has the company saved?	Sum of money saved	Time (week, month, or year)
Which use cases are saving the most money?	Sum of money saved	Use cases
Which departments are using Workato the most?	Count of active recipes	Departments
How has automation contributed to efficiency gains?	Sum of processed orders count Sum of processed invoices count Sum of employees hired count Sum of marketing campaigns count	Time (week, month, or year)

This analysis enables you to conceptualize the sections to include in your dashboard. In our example, we also plan to include filter groups to allow our dashboard viewers to drill-down into specific subsets of our reports so that they can segment the data as required.

Set up data sources

Now that you've identified the key metrics and dimensions you plan to analyze, ensure you're set up to capture the necessary data. This can involve entering records in data tables, customizing job reports, and more.

Add records to data tables

Use the Data table connector in your recipes to create, update, or upsert records in a data table. This enables you to log meaningful workflow events which you can use in your data analysis.

In this example, David is assessing the effectiveness of an automated resume screening workflow to evaluate efficiency gains driven by automation. He must log information obtained from a job application, such as the application ID, candidate ID, and job ID, during key stages of the process, such as when a new application is submitted. He must create a data table to store business events and add a step to his recipe to log events from Greenhouse in the table.

Set up your data table

You must create a dedicated data table with the necessary columns before adding records to data tables in your recipe.

Complete the following steps to create a data table:

1

Go to the project that contains the recipe you plan to capture details from.

2

Click Create and select Data table.

3

Provide a unique name for your data table, such as Resume screening.

4

Click Start building.

5

Click + to create a new column.

6

Go to the Column name field and supply a unique name, such as application_id.

7

Use the Column type menu to select Short text.

8

Go to the hint field and enter Greenhouse application ID.

9

Click Add column.

Add a data column

10

Repeat this process to create the following additional columns:

Column name	Data type	Hint text
candidate_id	Short text	Greenhouse candidate ID
job_id	Short text	Greenhouse job ID
department	Short text	Hiring department
recruiter	Short text	Recruiter name
task_name	Short text	Workflow stage

Add a Create record in a data table step to your recipe

This example recipe automates the process of evaluating job applications submitted in Greenhouse, generates scorecards using OpenAI, and logs the results in a data table for further review. This example captures details after a new application is submitted in Greenhouse.

Complete the following steps to log business events in a data table:

1

Click + Add step and select Action in app after the business event you plan to log. In this example, we add it to Step 4.

Click Add step > Add action in app

2

Search for Data tables and select it as your app.

3

Select the Create record action.

4

Use the Data table menu to select Resume screening.

5

Complete the following actions in the New record fields section:

1

Map the Application ID Step 1 datapill to the application_id field.

2

Map the Candidate ID Step 1 datapill to the candidate_id field.

3

Map the Job ID Step 1 datapill to the job_id field.

4

Map the Candidate ID Step 1 datapill to the candidate_id field.

5

Map the Department Step 2 datapill to the department field.

6

Map the First name Step 1 and Last name Step 1 datapills to the recruiter field.

7

Enter Application submitted in the task_name field.

Your configuration should look as follows:

Map datapills from meaningful business events in other applications to create a record in a data table

6

Click Save.

You can also create and update records manually using the Data tables interface.

Customize job reports

Customize your job reports to surface meaningful information from your recipes. You can add up to 10 additional columns and custom job report columns support datapill input. Job reports are subject to your workspace's data retention policy.

In this example, David is assessing the effectiveness of an automated order processing workflow to evaluate efficiency gains driven by automation. He plans to surface data from the order, such as the order ID, fulfillment status, name, item quantity, and price in his job reports.

Customize your job report

1

Select a recipe job report to customize. Your recipe must be inactive to customize its job report.

2

Go to the Jobs tab.

3

Click the ... (ellipsis) and select Customize job report.

4

Click + Add a new column.

5

Create the following custom columns:

1

Go to the Column name field, type Item name, and map the Name Step 2 datapill to the Column value field.

2

Go to the Column name field, type Quantity, and map the Quantity Step 2 datapill to the Column value field.

3

Go to the Column name field, type Price, and map the Price Step 2 datapill to the Column value field.

4

Go to the Column name field, type Order ID, and map the Order ID Step 1 datapill to the Column value field.

5

Go to the Column name field, type Fulfillment status, and map the Name Step 1 datapill to the Column value field.

Your configuration should look as follows:

Map datapills to custom columns in your job reports

6

Click Apply changes.

Build your dashboard

Building a dashboard involves designing the dashboard layout and creating custom reports and visualizations with your data.

Design your dashboard

Before you begin manipulating, querying, transforming, and visualizing your data, it's worth spending some time to ensure that your visual layout represents your data well. You can start with one of our dashboard templates or create a dashboard from scratch.

Design your dashboard layout

Complete the following steps to design your dashboard layout. This example uses a blank template.

1

Determine the width of your dashboard. Insights supports Full and Fixed width options.

Determine the width of your dashboard

2

Add containers to define your layout. You can click and drag the edge of the container to resize it.

Customize containers

3

Add a title and additional text components to your dashboard as necessary. We recommend applying headings to containers in your dashboard to help categorize your visualizations.

Add and customize text

4

Customize container colors on your dashboard as necessary. We recommend using color strategically throughout your dashboard to convey meaning. For example, choose white or a neutral color to maximize contrast between the background and your charts. Alternatively, choose a color to sync with your brand.

Customize container colors

5

Add a divider. You can place dividers in between containers to create a visual separation between different groups of charts.

Add and customize dividers

6

Add chart components to your dashboard.

Add charts to your dashboard

Create custom reports and visualizations

The next step in the dashboard building process is to build your charts. During the querying and chart building process a table displays by default.

Complete the following steps to build charts in your dashboard. This example demonstrates how to create a chart that displays the top money saving use cases. Refer to the Metrics for additional charts section for guidance on completing additional charts.

1

Go to the dashboard editor, select a chart component, and click Edit.

2

Select a data source

1

Go to the Use data from field and select Workspace data as the Source type, and Job history as the Data source.

Select a data source

3

Click + (plus) and select Join from the query builder.

Select Join

4

Configure the join step

This step joins job history data to data in a lookup table, ROI lookup. The ROI lookup table maps each recipe to its automated use case and associated cost savings.

1

Use the Join type menu to select Inner join, use the Source type menu to select Data tables, and set the data source to ROI lookup.

2

Use the Current result drop-down menu to select Recipe ID and use the ROI Lookup drop-down menu to select Recipe ID.

3

Preview your data in the Results table. This table displays job history data joined to data in ROI lookup.

Preview your data in the Results table

5

Click + and select Summarize from the query builder.

Select Summarize

6

Configure the summarize step

1

Use the Metrics drop-down menu to select Sum of and use the Data column drop-down menu to select Money saved.

2

Use the Data column drop-down menu to select Use case.

3

Preview your data in the Results table. This table displays use cases and the amount of money saved by each.

Preview your data in the Results table

7

Click + (plus) and select Sort from the query builder.

Select Sort

8

Configure the sort step

1

Use the Data column drop-down menu to select Sum of Money saved and the Order drop-down menu to select Descending.

2

Preview your data in the Results table. This table displays use cases sorted by the amount of money saved.

Preview your data in the Results table

9

Visualize your data

Use the Chart settings panel to visualize your data and customize your chart.

1

Use the Type drop-down menu to select Bar.

2

Enter a title, such as Top money saving use cases.

3

Use the Data column drop-down menu to select Use case as the X-axis.

4

Use the Data column drop-down menu to select Sum of Money saved as the Y-axis.

5

Optional. Provide a unique label for the X and Y axes, such as Use cases and Money saved. Otherwise, Insights uses the column names for the axes labels.

Visualize your data

10

Click Save. You must also save your work at the dashboard level for your changes to persist.

11

Create additional charts as necessary. Refer to the tables in the Metrics for additional charts section for more information.

12

Click Exit to return to your dashboard.

13

Click Save to save your work.

Metrics for additional charts

The following tables contain the metrics required to create the additional charts in this example dashboard.

Chart title	Metrics	Description
Money saved	Sum of money saved	View the total amount of money saved by automation adoption.
Automated processes	Count of automated processes	View the total number of automated processes in your workspace.
% adoption	Count of departments using automation Count of departments not using automation	Understand the overall adoption of automation company-wide.
Orders processed	Count of processed orders	Understand efficiency gains by viewing the total number of orders processed through automation.
Invoices processed	Count of processed invoices	Understand efficiency gains by viewing the total number of invoices processed through automation.
Employees onboarded	Count of employees onboarded	Understand efficiency gains by viewing the total number of employees onboarded through automation.
Marketing campaigns	Count of marketing campaigns	Understand efficiency gains by viewing the total number of employees onboarded through automation.

Chart title	Metrics	Description
Top money saving use cases	Sum of money saved by project	Understand which projects save you the most money.
Departments using automation	Cumulative task consumption by department	Understand which teams are using automation the most.
Money saved by use case	Sum of money saved by project	View a detailed breakdown of how much money each project saves.

Chart title	Metrics	Description
Total recipes	Count of recipes	View the total number of recipes in your workspace.
Active recipes (non function)	Count of active recipes (non function)	View the total number of active recipes in your workspace.
Active builders	Count of users who have built at least one recipe	View the total number of active recipe builders in your workspace.
Collaborators	Count of users	View the total number of users provisioned with Workato.
Recipe growth	Count of recipes by time	Understand recipe building trends over a period of time.
New builders	Count of users with active recipes by time	Understand user adoption of Workato over time.

Add filters

Add filters to your dashboard to allow dashboard viewers to explore specific subsets of data. You set a default condition and view during the design stage, but viewers can modify filters, select different conditions, and see the dashboard update dynamically.

Add filters

Complete the following steps to add a filter to your dashboard. This example adds two filters that enable users to filter your report based on time.

1

Select Filter group and drag and drop it inside of a container within your dashboard. This allows you to apply a filter to a group of charts. Alternatively, you can apply a filter globally to all charts on your dashboard.

2

Go to the properties panel and click + Add filter.

3

Set Data source to Job history and Data column to Completed at.

4

Configure the Default value: Select is on or after and a date, for example 03/01/2024.

5

Optional. Provide a custom label for your filter.

6

Click Done.

7

Go to the properties panel and click + Add filter.

8

Set Data source to Job history and Data column to Completed at.

9

Configure the Default value: Select is on or before and a date, for example 05/01/2024.

10

Optional. Provide a custom label for your filter.

11

Click Done and then Save to apply the filter to your dashboard.

12

Click Exit.

13

View filter behavior on the Insights homepage. View filter

View your completed dashboard

Your dashboard is now complete and can be accessed from the Insights homepage.

Completed ROI dashboard