Monitoring and Managing the Processes

Prerequisites

To view the context data of the process instance, you must have SAP_BPM_DISPLAY_CONTEXT action assigned to your roles.
To view attachments associated with the process instance, you must have the SAP_Bpm_Display_Attachments_Notes and SAP_BPM_CTX_SUPER_ADMIN action assigned to your roles.
You must have at least one of the following roles assigned to you, based on the activities you want to perform as listed in the table below:

Role	Activities
NWA_SUPERADMIN	View list of process instances and their details Recover failed process instances Suspend, resume, cancel, or archive a process instance Note To archive a process instance, you must also have the SAP_ARCH_SUPERADMIN role assigned to you.
NWA_READONLY	View list of process instances and their details
SAP_BPM_SuperDisplay	View list of process instances and their details View the process flow and check the current workflow step of your process instance View context data
SAP_BPM_Navigation	You can see the Manage Processes application in the SAP NetWeaver Administrator. You can perform the following activities only if you are assigned as business administrator for those process instances. For more information about the business administrator role, see Types of Administrator Roles . Note A business administrator of a process is not automatically business administrator of the human activities and tasks that are included in the process. This could lead to the situation that the business administrator can manage the process instance but not the associated task instances. Therefore, we recommend assigning the same business administrators to the active pool (process) and the human activities and tasks in the process. View list of process instances and their details Suspend, resume, or cancel a process instance View the process flow and check the current workflow step of your process instance View context data Recover failed process instances
SAP_BPM_SuperAdmin	View list of all the process instances and their details Suspend, resume, or cancel a process instance View the process flow and check the current workflow step of your process instance View context data Recover failed process instances

Context

You use this procedure to perform the following:

Monitor process instances and view their details
View the process flow of the instance and check the current workflow step of the process instance
View all the running processes, failed process instances, or all processes in error state
Analyze the process instance details and take an appropriate action, for example, suspend, resume, or cancel a process
Archive the completed and canceled process instances
Download the process instances into an Excel file

Procedure

Log on to the SAP NetWeaver Administrator application.
Choose Operations Processes and Tasks Manage Processes .

Note
You can also directly open the Manage Processes application using the quick link, http://<host>:<port>/nwa/bpm-processes

For more information, see URL Parameters for Manage Processes Application.

To display the process instances (active and archived instances), perform the following as required:

To view all the running process instances, select All Running Processes in the Show field.

To view the process instances that were executed but which resulted in an error or failed to execute due to infrastructure issues, select Error And Failed Processes in the Show field.

Note

In case of Error and Failed Processes, the processes in failed state are displayed first followed by the processes in error state. The default value is 100 for both All Running Processes and Error and Failed Processes. If the number of processes in failed state exceed default value, then to display remaining processes in failed and error state you must change the Max.Results dropdown in the Advanced search. The processes in error state will appear only after displaying all the failed processes.

Depending on the cause of the fault, the process instance gets a different status:

Cause of Fault	Status
Exception from the process server (BPM runtime)	Failed
Exception derived from process modeling in the process composer	Error

To search for a process instance, enter the process instance ID in the Find Process Instance field.

You can also search for process instances using the Advanced search option. Click the Advanced link on the very right. The Advanced search provides a lot of search criteria, for example, process definition, start time of the process, user and user role. You can search the process instances using the Reporting Data field in the Advanced search.The Reporting Data field helps you fetch the process instances by searching for text or for text limited to a keyword ..The syntax for keyword based search field is keyword:value.

Name	Description
keyword	This is the Reporting Data field name.
value	This is the Search name . Note If the value contains a colon or semi colon in the search name, then enclose the value with quotes (“ ”).

Example 1.name:laptop 2.product:"sample:keyboard"

Note Selecting the Latest checkbox fetches the latest process instance which matches the criteria.

Note The Reporting Data field allows you to find process instances for process definitions that you have created in SAP NetWeaver 7.3 EHP1 NW 7.31 SP06 and higher versions.

You can view the number of records matching search criteria, to do so select the Count button.

Note You can view the count only for active processes.

You can see the search presets that display a set of search results. Presets consists of the following:
- Predefined preset: The predefined presets are present in Show dropdown corresponding to the last 24 hours search results of the earlier presets. The two predefined presets are All Running Processes (Last 24 Hrs) displays the set of search results in last 24 hours for All Running Processes and Error and Failed Processes (Last 24 Hrs) displays the set of search results in last 24 hours for Error and Failed Processes
- User Preset: This displays the custom preset values.You can create custom preset values by performing the following in Advanced section: Go to Table Settings dropdown. Select Save User Preset….Provide a Name and Description. You can view this custom preset in the Show dropdown.
Note
- You can delete the User Preset by choosing Remove, also you can select multiple user presets and choose Remove.
- You can create a maximum of 10 user presets.

You use the Max.Results dropdown to set the maximum number of processes in the search results.You can set the default values that are present or they can be configured with customized values.

Note Querying on any value above 5000 may result in slower processing.

Note To configure Max results and set the custom value:

Go to Application Modules > Overview.
Search the webdynpro/resources/sap.com/tc~bpem~nwa~processmgmt module, go to Web Dynpro Properties>choose the Components/com.sap.tc.bpem.nwa.processmgmt.procmgmt.procmgmt.ProcMgmt/settings Property Sheet Name.
In the WD Property Sheet Details, choose the property name advancedQuery.maxResults where you can change the values in the Value field. You can define only positive integers excluding zero and to see “All” as an option in the dropdown define -1.
Choose Save.You can view the configured values in the Max.Results dropdown.

To filter your processes, select Process Subject and enter the relevant data.

To view the sub-processes involved, expand the tree structure of the process.

Note In the tree structure, the main process is highlighted in bold to distinguish between the main process and its sub-processes.

To view the details of a process instance, select the required entry from the list of process instances.

The system displays the details of the selected process instance in different tab pages as described in the table below:

Tab Page	You Can View
Details	Process instance ID, subject, description, process instance is archived or not, and so on.
Process Definition	Title, description, definition ID, and version of the process definition based on which the selected process instance is created. To view the process model, select Show Process Definition Flow .
Administrators	List of administrators for the selected process. Note If the administrator of a process is of type “user”, you can see the respective Logon ID that serves as unique ID along with the Username.
History	Details of the actions performed on the process instance during its life cycle.
Context Data	Input and output context data related to the selected process instance.
Error Log	Failed transitions and error details of the failed process instance. Note This tab page is displayed only for a failed process instance.
Attachments	Displays attachments associated with the selected process instance. Note To view attachments, the processes should be either of the below: active archived (process should be on a local JEE server) You can view only those attachments in the Manage Processes application, whose visiblity is set to Process Level.

To temporarily stop a running process instance (with In Progress status), select the process instance and choose Actions Suspend .
To resume a process instance that is in Suspended status, select the process instance and choose Actions Resume .
Note
- If the process that you have suspended has referenced sub-processes, they are also suspended. If you resume the main process, all of its referenced sub-processes are resumed automatically. But if you resume only a referenced sub-process, the main process stays in Suspended status and you have to resume it manually.
- If you suspend a referenced sub-process, the state of its main process would not be affected and its status would be In Progress .
To cancel a process instance, select the process instance and choose Actions Cancel .

The process instance and all its related task instances are canceled.
To archive a process instance in completed or canceled status, select the process instance and choose Archive .

More information: Process Data Archiving .

To delete any completed or cancelled process without archiving them, do the following:

Go to Java Scheduler page >Tasks >Add > choose the bpm_delete_only job.
You need to have the SAP_BPM_SuperAdmin and SAP_BPM_DELETE_PROCESSES actions to schedule the delete job.
Select Next > Set the Task Details such as Name and Description and choose Next.

Set the task parameters. For more information about some of the parameters and their descriptions, refer to the table:

No.	Parameter name	Description	Combinations
1.	System_Log_Only	Deletes only the system logs. Note: You can provide the Time frame for this.	Completed_From Completed_To
2.	Process_Instance_ID	It deletes one or more process instance IDs. Note You must separate Multiple process instance IDs by commas, semi-colon or space.	None
3.	Completion_Time_Period	The Completion_Time_Period entered as a number of days (n) implies that all processes in Completed or Cancelled state for more than the specified number of days will be processed. This is equivalent to the setting Completed_To = (Current_day - n) and leaves the Completed_From field empty. For example, if the Completion_Time_Period is set to 4 and the current date is 8/09/2013, then the processes, for which the Completion Time is older than 4/09/2013, are considered for processing.	Error Status Process_Definition_ID Completed Cancelled Completed_From Completed_To
4.	Error_Status	Deletes only process instances that are in error status.	Completion_Time_Period Process_Definition_ID Completed Cancelled Completed_From Completed_To
5.	Process_Definition_ID	deletes process by providing one or multiple process definition IDs. Note If you use multiple process definition IDs, separate them with commas.	Completion_Time_Period Error Status Completed Cancelled Completed_From Completed_To
6.	Completed	Deletes all process instances in completed state.	Completion_Time_Period Error Status Process_Definition_ID Cancelled Completed_From Completed_To
7.	Cancelled	Deletes all process instances in canceled state.	Completion_Time_Period Error Status Process_Definition_ID Completed Completed_From Completed_To
8.	Completed_From	Deletes all process instances that are in completed or cancelled state from the specified date.	Completion_Time_Period Error Status Process_Definition_ID Completed Cancelled Completed_To
9.	Completed_To	Deletes all process instances that have been completed or cancelled before the specified date.	Completion_Time_Period Error Status Process_Definition_ID Completed Cancelled Completed_From

You set the start and end time and the interval for execution of the job.
Choose Next.
Schedule the start time, end time and the interval for execution of this job. Choose Finish.

Note You can delete the reference sub processes only through its root instance.

To view the process flow of the instance and check the current workflow step of your process instance, select the process instance and chooseShow > Process Flow.

More information: Displaying the Process in a Graphical Representation
To view all the tasks related to a process instance, select the process instance and chooseShow >Related Tasks .

To monitor processes and its related processes for WS-RM messages , select the process instance and choose Show >

Name	Description
All Related Processes	Displays all the related processes with respect to the selected process.
Related Receiver Processes	Displays all the processes that receives WS-RM message from the selected process.
Related Sender Processes	Displays all the processes that sends WS-RM message to the selected process.

Example If the scenario is A->B->C, where A,B,C are the processes. Process A is sending a WS-RM message to process B, process B is sending the WS-RM message to process C. The expected results on choosing process instance is B are:

All Related Processes shows A and C

Related Receiver Processes shows C

Related Sender Processes shows A

Note

The BPM-BPM monitoring is only valid within a system instance.
To view the detailed WS-RM message between the processes, perform the following:
1. In the Manage Processes application , select a process -> History -> Business Logs: Log Viewer link
2. In the Business Logs: Log Viewer application, select the message -> Details tab.
  Note The message must be of type Application Launched (WS).
3. Select the Message ID link, which opens the Message Monitor application where you can view the details of the message.

To retry the execution of a failed process instance, select the process instance and choose Recover .
To download the process instances listed in the current view for data analysis purposes, choose Export> Process List to Spreadsheet.

Next Steps

Types of Administrator Roles

Managing Process Definitions and Starting Processes in Process Repository

Monitoring and Managing the Tasks

Process Troubleshooting