Collaboration Task Administration 

Use

Presently, the main usage of the template administration would be to do a cleanup of processes. For example, if many collaboration tasks have been created the table can grow quite large and it is recommended to delete workflow templates which are no longer in use.

Through the workflow administration, you can perform:

·        Template administration

·        Workflow instance administration

·        Work item administration

·        Scheduler Tasks

Prerequisites

You must be a portal user with administrator privileges.

Procedure

Choose Content Administration  ®  Workflow Content.

Template Administration

Choose Workflow Templates. A list of Workflow Templates appear on the right frame. Workflow templates are process definitions encoded in SAP's own XML format. A workflow template is identified by its template id.

You can:

·        Load template from file system.

The templates should be in SAP collaboration task XML format. This functionality is not useful for templates generated by the template generator.

·        Remove old templates created on a selected date or earlier.

Choose Remove Old Templates and select date  ® Remove to remove templates generated on this date or earlier. This function will only remove workflow templates which have been generated by the Collaboration Task. Only templates for which no active workflow instances and no active work items exist will be removed.

·        Remove all existing templates from the database.

Choose Remove All Templates only when you are sure you want to delete all the templates in the database.

·        Restore Default Templates

The action is to remove all templates which are shipped with Workflow and load the whole set of templates again.

Make sure that there are no running work items for the templates before performing this action.

If there are existing running work items for these templates, the templates will not execute properly.

Icons Used on the Workflow Template Administration iView

Icons	Description
Activation / Deactivation of templates	Before using a template make sure that the template is active. The icon works as a toggle for activating / deactivating a template. This functionality is not useful for templates generated by the template generator.
Template ordering	The template reordering is intended for changing the position of templates which have the same even as triggering events. This functionality is not useful for templates generated by the template generator.
Delete	Remove template.

 

Workflow Instance Administration

A Workflow instance represents a concrete process. The control flow of this process is defined by the corresponding workflow template. For each workflow instance there is one workflow template. Each workflow template can have several workflow instances. A workflow instances can be identified by its  workflow instance id. You can also use the following criteria to query the existing workflow instances:

Workflow Instances

List Category	Description
Execution State	Choose from: Running Error Terminal Suspended Not yet started
Creator	Search by user ID
Workflow Template ID	Search by template ID
All Work Items with Status	Choose from: Created Available Claimed Cancelled Completed
Business Object Type	For example: Default Application, WFTask etc.
Creation Date Between	Select dates between which the instance was created
Last Execution Date Between	Select dates between which the instance was last executed
Number of Days When Work Items Not Executed	Enter number of days between which the work item has not been executed

Choose Submit Query to view results.

From the result set of the query you can navigate to the workflow instances’ child work items (if there are any). Unlike workflow templates, workflow instances can be removed without removing all corresponding workflow templates and work items.

The timestamps represent the time on the server machine (and not the time on the client machine).

Work Item Administration

A Workflow Work Item represents a task which has been assigned to one or more users. Each work item unambiguously belongs to a workflow instance. Each workflow instance can have several work items. A work item can be identified by its numeric work item id. You can query the existing work items using the following criteria:

Work Items

List Category	Description
Execution State	Choose from: Created Available Claimed Cancelled Completed
No Agent	Search by user ID
Multiple Owners	Multiple owners
Workflow Template ID	Search by template ID
Workflow Instance ID	Search by Instance ID
Assigned to user ID	Search by assigned user ID
Business Object Type	For example: Default Application, WFTask etc.
Creation Date between	Select dates between which the instance was created
Last Execution Date between	Select dates between which the instance was last executed
Number of Days When Work Items Not Executed	Enter number of days between which the work item has not been executed

Choose Submit Query to view results.

Unlike workflow templates workflow work items can be removed without removing all corresponding workflow templates and workflow instances.

The timestamps represent the time on the server machine (and not the time on the client machine).

Workflow Tasks

You can get a quick view of the tasks and perform task clean-up actions from this view. You can query the existing work items using the following criteria:

Workflow Tasks

List Category	Description
Task Status	Choose from: Any New Assigned Rejected In progress Cancelled Completed Approved and Completed
Task Type	Choose from: Standard Task Request Feedback Request Nomination
Created By	Search by user ID
Assigned To or Tracked by Invalid Users	Select by invalid users
Creation Date Between	Select dates between which the task was created
Last Modification Date Between	Select dates between which the task was modified

Choose Submit Query to view results.

Scheduler Tasks

Navigate to System Administration  ®  System Configuration  ®  Knowledge Management  ®  Content Management  ®  Global Services  ®  Scheduler Tasks.

• Workflow Attachment Task

The purpose of the task is to clean up unwanted attachments. This task runs at a specified period and as default is set to "everyday at 1800". The administrator can change the default period. Use edit to change to the available list of options.

During the creation of a task with no present business id, the attachment is attached to a dummy id. When the business id is created then this task is mapped to the business id. What is left is an unwanted attachment.

Closing a browser rather than using “Cancel” in the Wizard leads to some hanging attachments. These attachments are cleared using the Workflow Attachment Task.

• Scheduler for Deadline Task

Job runs periodically (every five minutes by default) and a notification is sent for all uncompleted tasks of all users.