Workflow Audit Use Cases
The following table details some common use cases for Microscope. Greater analysis is possible with the use of advanced statistical tools in spreadsheets such as the use of pivot tables.
| Migrating | Merging | Inheriting | Cost saving | Health checking | Step-by-step | Notes | |
|---|---|---|---|---|---|---|---|
| Identify most/least used workflow apps | x | x | x | x | x | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's equivalent of a pivot table function to see which apps are doing the most/least in the instance. Using the Module as the row and counting the number of entries for each module. 3. You might choose to filter by workflow status so that you only look at Active workflows. | The number of uses won't be a perfect indicator of how much value these workflow apps bring to your business, this exercise will simply give you a broad view to get you started with assessing your usage and requirements. |
| Identify apps with crossover functionality | x | x | x | x | x | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. To keep your original data intact, copy the sheet, then delete columns: workflow, workflow status ,transition, type, URL. 3. Filter on the Workflow status to remove any Inactive workflows 4. Use your software's deduplicator function to get a list of all functions. 5. Manually compare/explore this list further. | These apps may be delivering more than just workflow functionality, so be sure to look into each one fully before making your final decisions! |
| Identify totally unused workflow apps | x | x | x | x | x | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's deduplicator function to get a list of all apps currently used in workflows by looking at the Plugin column. 3. Manually compare this list against the apps visible in your Jira instance to see if there are any workflow-specific apps which don't appear in the CSV. If these apps are not delivering some other functionality in the instance, they're probably dead weight! | These apps may be delivering more than just workflow functionality, so be sure to look into each one fully before making your final decisions! |
| Identify missing workflow apps | x | x | x | x | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter by Plugin column to reveal all those marked (Missing plugin). 3. Click into the URL field for each to go directly to the edit screen for cleanup or further exploration. | ||
| Create list of must have workflow functions | x | x | x | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's equivalent of a pivot table function to see which apps are doing the most/least in the instance. Using the Module as the row and counting the number of entries for each module. 3. You might choose to filter by workflow status so that you only look at Active workflows. | The number of uses won't be a perfect indicator of how much value these workflows bring to your business, this exercise will simply give you a broad view to get you started with assessing your usage and requirements. | ||
| Identify most cost inefficient apps | x | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's equivalent of a pivot table function to see which apps are doing the most/least in the instance. Using the Module as the row and counting the number of entries for each module. 3. You might choose to filter by workflow status so that you only look at Active workflows. 4. Capture the cost for each app for further examination. | Remember these apps may be delivering much more than just workflow functionality and the number of uses may not be a reflection of the value that is provided to your business in terms of time saved or processes protected. Be sure to look into each fully before making your final decisions! |