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Workflow Administration Guide

Introduction

The workflow uses two technical branches:

• Workflow - definitions : contains the definitions of the processes. Each process is described in an adaptation instance. One extra adaptation defines common configuration data used by all processes, and is aptly named "configuration".

• Workflow - executions : contains the execution data for all the process instances created from the published processes.

Failure handling

A token can be restarted in the event of a failure (access right issues, unavailable resources, ...).

This functionality is available as a service at record-level on the "Tokens" table and in the history view of the process instance, in the current user task box. It cleans the current environment of the token (including all related work items) and sets the token to the beginning of the current task.

The token will be automatically replayed through a polling mechanism.

Unpublishing a process

Unpublishing a process happens in two steps:

• The published process has to be set to 'unavailable', to prevent the creation of any new process instance from this publication.

• Upon unpublishing, the service will check if any process instances are running. If so, it is possible to request the deletion of these. This must be used with caution, as lost data cannot be recovered.

The 'Unpublish' service is available at record-level on the publication table of the executions branch.

Deallocate or reallocate a work item

Changing the work item user can have lots of consequences. This is why two services are available to automate this action.

These services are available at record-level on the work item table of the executions branch. They are also available in the workflow user view.

• Deallocate a work item: this service deallocates the work item (the new state is 'offered' and the new user is not defined). If an existing interaction is associated with the work item, the service deletes it in the interactions branch.

• Reallocate a work item: the first step is to select a new user (in the offered role). Then, the service reallocates the work item to the selected user (the new state is 'allocated' and the new user is the selected user). If an existing interaction is associated with the work item, the service deletes it in the interactions branch.

Clean tables

In workflow, some tables can contain many records. Among them, records can become useless. It is recommended to regularly delete these useless records. Services are provided to clean these tables.

Interactions table

The service Clean interactions table deletes all useless records. Particularly, it deletes the interactions associated with a work item that no longer exists.

History table

• The service Clean history from a date deletes all records associated with a completed process instance whose last update is prior or equal to the selected date.

• The service Clean history from completed process instances displays the list of the completed process instances. From this list, the service provides two ways to clean the table.

  The first way is to mark the last update of a process instance as the reference date. All the records associated with a completed process instance whose last update is prior or equal to this reference date will be deleted.

  The second way is to select completed process instances. All the records which are associated with the selected process instances will be deleted.

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