Collaboration Task Administration 

Use

You can load and remove templates, query workflow instances, work items and workflow tasks to get some important details and to perform actions.

The workflow comes with preconfigured templates. You do not need to upload templates to create collaboration tasks.

Cleanup of processes removes all object together based on date only, not on selection conditions. For example, if many collaboration tasks have been created the table can grow large. We recommend to delete workflow templates, which are no longer in use.

Prerequisites

You must be a portal user with administrator privileges.

User Roles for Task Creation

To access the tasks or create the tasks the user must have:

●      The role id com.sap.netweaver.coll.Collaborationassigned

●      The role eu_role assigned

●      For room creation, the role com.sap.netweaver.coll.CollaborationRoomCreation must be assigned to the user

Start Collaboration Task Administration

In the portal choose Content Administration  ® Workflow Content.

Managing Workflow Templates

In the collaboration task administration, choose Workflow Templates.

A list of Workflow Templates appears 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.

Load Template

You can upload a workflow 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.

       1.      Choose Load Template from File.

       2.      Enter the file name or select the file via Browse.

       3.      Choose Load.

The template is uploaded and displayed in the Available Workflow Templates list.

Remove old templates

You can remove old templates created on a selected date or earlier.

       1.      Choose Remove Old Templates.

       2.      Enter the date to remove templates generated on this date or earlier.

       3.      Choose Remove.

This function only removes workflow templates, which have been generated by the collaboration task. Only templates for which no active workflow instances and no active work items exist are removed.

Remove all templates from the database

You can 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.

All workflow objects (workflow instances, work items, tasks) are also removed.

Restore Default Templates

Choose Restore Default Templates to remove all templates, which are shipped with Workflow and load the whole set of templates again.

Using Restore Default Templatesrestores the missing default templates, if any are present. In case all default templates are in place the option is disabled.

Available Actions in the Workflow Template List

The following actions are available in the Action tab of the Available Workflow Templates list:

Action	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	Removes the template from the list.

 

Managing Workflow Instances

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 instance can be identified by its  workflow instance id.

To query workflow instances:

       1.      Choose Workflow Instances.

       2.      Select the criteria the workflow instances have to fulfill.

       3.      Choose Submit Query to view the results.

       4.      To see detailed information on a workflow instance choose Details.

       5.      From the Workflow Instance Details view you can navigate to the workflow instances’ child work items (if there are any).

Workflow instances alone are not removed, the corresponding templates, work items and tasks are also removed (the same for all other objects).

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

You can use the following criteria to query the existing 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	The workflow (collaboration task) supports the business object type WFTask. This object type is predefined.
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

Managing Work Items

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.

To query work items:

       1.      Choose Work Items.

       2.      Select the criteria the work item instances have to fulfill.

       3.      Choose Submit Query to view the 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).

You can use the following criteria to query the existing 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, Workflow tasks
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

Managing Workflow Tasks

You can get a quick view of the tasks and perform task clean-up actions.

       1.      Choose Workflow tasks.

       2.      Select the criteria the tasks have to fulfill.

       3.      Choose Submit Query to view the results.

       4.      In the result list, you can remove individual tasks.

You can use query the existing tasks using the following criteria:

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 User(s)	Select by invalid users. Invalid users are those users who do not exist in the database and/or have been deleted by the User Management. Once this option is selected you can redefine user if assignee or tracker is not valid anymore. The subsequent display allows you to select a valid user.
Creation Date Between	Select dates between which the task was created
Last Modification Date Between	Select dates between which the task was modified

Scheduling Tasks

In the scheduler for tasks you can schedule following tasks:

●      Workflow attachment task

Cleans up unwanted attachments.

●      Deadline task

Runs periodically and sends notifications for all uncompleted tasks of all users.

To schedule the tasks:

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

       2.      To schedule a task to delete temporary attachments, choose Workflow Attachment Task.

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.

       3.      To schedule the deadline task, choose Scheduler for Deadline Task.

Job runs periodically every five minutes by default. The administrator can change the default period. Use Edit to change to the available list of options.

More Information

For latest collaboration task updates and software fixes see SAP note number 812079. This is the central note for collaboration task.