Batch Decision Screen: Bulk Row-Level Approvals and Audit Export

What it is

The Batch Decision Screen shows the complete record of a single batch-approval submission — every data row that was presented to an approver, the individual decision they made on each row (Approved, Rejected, Held, or a custom action), any comment left for each row, and the timestamp of each decision.

You reach this screen after a task assignee completes a batch (row-level) approval on the Workflow Task Manager. The results are instantly available as a sortable, filterable table with a pie-chart summary of how decisions were distributed. You can search across all columns, filter by action type, hide or pin columns, and export the entire dataset to a CSV file.

This screen is read-only — it is for reviewing and auditing the results of a completed batch submission, not for re-doing decisions.

Why it's useful / Key benefits

• Full accountability per row — see exactly which item was approved, rejected, or held, and by whom, with timestamps that are legally defensible for audits.
• Instant visual summary — a pie chart and stat cards at the top give you an at-a-glance breakdown of decisions (for example, 150 approved, 12 rejected, 3 held) before you dive into the row-level data.
• Filter by action — click any action in the legend to filter the table to show only approved rows, only rejected rows, and so on.
• Search across all columns — find any item in a large dataset within seconds by typing in the global search box.
• Per-row conversation threads — click any comment in the table to open a chat-style popup showing the full comment exchange across all approval levels for that specific row.
• One-click CSV export — download the entire filtered or unfiltered dataset as a CSV file for use in spreadsheets, compliance systems, or data archives.
• Flexible table layout — resize columns, pin important columns to the left so they stay visible while scrolling, and hide columns you do not need.

Before you start

• You need access to All Instances and to the specific workflow instance that includes the completed batch approval.
• The batch must already be submitted by the assignee. A batch decision record is created only after the assignee clicks the final Submit button on the Workflow Task Manager.
• Depending on your organization's permissions, this screen may be accessible to all users who can view All Instances, or restricted to administrators and specific roles. Contact your administrator if you cannot access it.

How to use it — step by step

Step 1 — Open the Batch Decision Screen

From All Instances:

1. Open Applications → Workflow → All Instances.
2. Find the workflow instance that contains the batch approval, using the table and its pagination when needed.
3. Click the workflow instance row to open its Workflow Detail View (see Workflow Detail View).
4. In the detail view's approval timeline or action history, locate the batch approval step and click the View Batch Decision or the Batch ID link.

From the Workflow Task Manager (immediately after submission):

After the assignee submits a batch decision, the platform redirects to All Instances. If a Batch ID link appears in the success notification or in the workflow detail view, click it to go directly to the Batch Decision Screen for that submission.

Step 2 — Read the header and summary cards

5. At the top of the page, the header shows:

   • Batch ID — the unique identifier for this batch submission (displayed as a code chip).
   • Workflow name and Task title — identifying which step this batch belongs to.
   • Processed by — the name of the person who submitted the decisions.
   • Processed at — the exact date and time the batch was submitted.

6. Below the header, four summary cards (statistics) appear:

   Card	What it shows
   Total Items	The number of rows in this batch.
   Decision Type	The primary type of decision made (for example, "Mixed" if multiple actions were used, or "Approved" if all rows received the same action).
   Pie Chart	A visual breakdown of decisions by action, with color-coded segments and a legend showing action names and counts.

Step 3 — Filter and search the results

7. In the Search & Filters bar, you have two controls:

   • Global search box — type any text to instantly filter the table to rows where any column contains that text. Useful for finding a specific employee name, ID, or value.
   • Action dropdown — select a specific action (for example, "Rejected") to show only rows with that decision. The dropdown lists each action with its count. Select All Actions to remove the filter.

8. The row count updates as you filter: "Showing X of Y items" appears next to the controls.

Pro Tip displayed on screen: "Drag column borders to resize • Click headers to sort • Pin important columns"

Step 4 — Read the data table

9. The main table shows all batch rows with the following built-in columns:

   Column	What it shows
   # (Row Number)	Sequential row number, pinned to the left.
   Action	The decision made for this row, shown as a color-coded badge (green for approval, red for rejection, yellow for hold, etc.).
   Original data columns	All the data columns from the source dataset (for example, employee name, department, attendance date). Column names are automatically formatted from the data.
   Comment	The comment left by the approver for this row. If multiple comments exist (across approval levels), a bubble badge shows the count. Click the comment cell to view the full thread.
   Date columns	Any date-type values display a calendar icon and formatted date/time.

10. Click any column header to sort the table by that column. Click again to reverse the sort direction. An arrow icon indicates the active sort.

11. Click a row to highlight it (useful when comparing adjacent rows). Click again to deselect.

Step 5 — Manage columns (Column Controls)

12. Click the Column Controls section header to expand the column management panel. Each column appears as a tag with:

    • A checkbox to show or hide the column.
    • A pin icon to pin (or unpin) the column to the left side of the table.

13. To hide a column: uncheck the checkbox next to it. The column disappears from the table immediately.

14. To pin a column: click the pin icon next to it. Pinned columns stay fixed on the left as you scroll horizontally. The pin icon turns blue when a column is pinned.

15. To unpin a column: click the blue pin icon again.

By default, the # (row number) and Action columns are pinned. Key identifying columns in your data (if detected) may also be auto-pinned.

Step 6 — View per-row comment conversations

16. If a row in the Comment column shows a blue chat-bubble icon with a number badge (for example, "3"), that row has multiple comments from different approval levels.
17. Click anywhere in the Comment cell for that row. A modal dialog opens showing the full comment thread for that row in chat format:
    • Each comment is a bubble attributed to the approver by name and level badge (L1, L2, etc.).
    • The action taken at that level is shown as a small tag next to the sender name.
    • Comments from odd levels appear on the left; even levels on the right.
    • Timestamps appear below each bubble.
18. Click Close or click outside the modal to return to the table.

Step 7 — Export to CSV

19. Click the Export CSV button in the top-right corner of the header area.
20. The system creates a CSV file containing all currently visible rows (respecting any active action filter or global search).
21. The file downloads automatically to your computer. The filename follows the format: batch-decision-[batchId]-[date].csv.

The Export CSV button is disabled (greyed out) if there are no rows matching the current filter. Clear filters to enable it.

Options & settings explained

Header area

Summary cards

Search & Filters

Data table

Column Controls panel

Comment conversation modal

Tips & best practices

• Use the Action filter immediately when you receive a report or query about a specific decision type. Filtering to "Rejected" shows you only the items that need follow-up action.
• Export the CSV right after a level completes and store it in your document management system. If a dispute arises later, the CSV provides a court-admissible record of every decision.
• Pin the most important identifying column (for example, "Employee ID" or "Invoice Number") alongside the Action column so you can always see the identifier and decision together as you scroll right.
• Check the per-row conversation thread before escalating a rejected item. The approver may have already explained the reason in their comment, eliminating the need for further clarification.
• Use the row count label after filtering to verify how many items were rejected or held before escalating to management. "Showing 12 of 165 items" on the Rejected filter means 12 of 165 items need attention.
• Sort by the Action column to group all approvals together and all rejections together for easier review.
• When auditing a multi-level approval, open the Batch Decision Screen for each level separately (each level creates its own Batch ID) to compare decisions across levels.

Frequently asked questions

Q: Can I change a row's decision from this screen? No. The Batch Decision Screen is read-only. Decisions are recorded at submission time and cannot be altered here. If a correction is needed, contact your workflow administrator — the workflow may need to be re-triggered or manually corrected.

Q: The Export CSV button is greyed out. Why? The button is disabled when there are no rows matching the current filter. If you have the Action filter set to an action with no rows (for example, you filtered to "Hold" but no items were held), clear the filter and try again.

Q: I see a Batch ID in the workflow detail view but clicking it shows an error. What is wrong? The batch record may not have been saved yet (for example, if the submission is still in progress) or the Batch ID may have been corrupted. Refresh the page and try again. If the error persists, contact your administrator and provide the Batch ID for investigation.

Q: How long are batch decision records stored? Batch decision records are stored in the workflow database for as long as the workflow instance is retained. There is no automatic expiry of batch records. Administrators control data retention at the organizational level.

Q: I cannot see all the data columns I expected. Why? The table automatically hides columns that: (a) are considered internal IDs, (b) belong to a different approval level than the one being displayed, or (c) are duplicates after normalization. Open the Column Controls panel to check the hidden columns list and show any that are relevant to your review.

Q: Can I share a link to this screen with a colleague? Yes. The URL contains the Batch ID, so copying and sharing the URL allows any colleague with sufficient permissions to view the same batch. They will need to be logged into the platform to access it.

Q: How is the pie chart generated? The pie chart uses the actions_summary data returned by the platform for this batch — it shows the count and percentage of each action taken, using the action's configured color. If all rows received the same action, the pie chart shows a single full circle.