Workflow Administration Console allows you to manage workflow processes through the following actions:
IMPORTANT:You must have appropriate permission to reassign or terminate a workflow process. If you are unable to view or perform these actions, contact your administrator for assistance.
You can terminate a workflow process if you do not want to continue its processing. While terminating, you must provide a reason explaining why you want to terminate that workflow process. After termination, all activities associated with that workflow process will end, and the workflow status will change to Terminated.
NOTE:While initiating a workflow process, if the Workflow Engine detects an error in the workflow definition, it automatically terminates that workflow process.
You can terminate a running workflow process in the following scenarios:
When an activity that is open for a long duration, is preventing the completion of the workflow process.
When a user has retracted the request for permission access.
When a workflow process has stopped and cannot be restarted.
To terminate a workflow process:
On the Workflow monitoring page, identify a workflow process that you want to terminate and select the check box next to its name. You can also select multiple check boxes for terminating more than one workflow process at a time.
NOTE:The check box is automatically disabled for a workflow process that is in terminated or completed state.
Click the Terminate workflows icon.
Specify a reason for terminating the workflow process.
Click Terminate.
Sometimes, the activities that have been assigned to an individual may require to be reassigned to someone else. You can assign one or more activities associated with a workflow process to another addressee in the organization. While reassigning, you must also provide a reason explaining why you want to reassign that activity. When the activity is reassigned, the Workflow Engine notifies the recipient about the task through an e-mail.
You must review the following guidelines before reassigning a workflow process:
Reassign a workflow process only if an approval request activity has timed-out or is unattended for a long time. This might happen when either the recipient is unavailable or has left the organization.
You can reassign a workflow process that has stopped and cannot be restarted.
To reassign a workflow process:
On the Workflow monitoring page, identify a workflow process that you want to reassign, then click the Reassign icon.
In the modal window, select the check box next to the workflow activity that you want to reassign.
NOTE:
You can reassign only one workflow process at a time. However, if a workflow process has more than one activity, you can either select all activities or choose only those activities that you want to reassign.
Before re-assigning any activity, refer to its status in the Status column. For more information on the different types of status and its description, see Viewing the Approval Status of a Workflow Process.
Click the Reassign To drop-down menu and select the addressee that you want to reassign the task to.
Specify a reason for reassignment in the Comment text box.
Click Reassign.
When a workflow process is executing, the Workflow Engine logs the key events in form of comments. This includes comments logged by the system and the user. System comments corresponds to the actions taken by the application to complete the workflow process. For example, assigning the approval activity to an individual who can approve the request. User comments, on the other hand, are the comments that a user adds with each action. For example, the reason provided by an administrator while terminating a workflow process.
You can review the comments using the View Comments option provided in the Actions tab on the Workflow monitoring page. The events are listed in reverse chronological order with the latest event on top. Each event includes a comment with a timestamp, a reference to the activity name, and indicates whether the comment was system-generated or user-defined. By default, the comments added by a user is displayed. To view both the system and user comments, click the View System Comments check box.
The View Comments feature provides visibility into workflow execution. If the Workflow Engine terminates a workflow process with an error, the administrator can easily trace the error details from the workflow comments window.