The Process Admin section of the Admin Application is used to manage applications, process instances, user tasks, service tasks, auditing, and data cleanup.

You can only see this section if you have the ACTIVITI_ADMIN role. The information you see in each section is controlled by which applications you have been given administrator access to during deployment or afterwards by updating the application permissions.

Configure columns

You can configure the columns of the Applications List, Process Instances, User Tasks, and Service Tasks lists in the Admin App.

The order of the columns can be adjusted.

1. Expand the Process Admin section on the left of the Admin App and then select Applications List, Process Instances, User Tasks, or Service Tasks.

2. Access the six dots on the top left of a column by hovering your mouse over the name of the column.

3. Click and hold the six dots and then move the column on top of another column.

   This moves the columns to the left one position and the column you are moving takes the place of the one underneath.

The columns that are visible can be adjusted.

1. Expand the Process Admin section on the left of the Admin App and then select Applications List, Process Instances, User Tasks, or Service Tasks.

2. Click the three dots on the right of the last column.

3. Select which columns you want show and then click Apply.

Applications List

The Applications List section is for viewing the applications you have released.

Properties

The columns for each application are:

Process Instances

The Process Instances section is for monitoring all active, completed, and suspended process instances that are running in each application. Use the filters to find process instances. To automatically populate the Service Tasks section with all the service tasks of a process instance, click the three dots next to a process instance and select Service Tasks.

Properties

The properties for each process instance are:

Note: Further details are available to view for each process instance by clicking on it. A properties panel will appear on the right-hand side of the screen.

The status of process instances are:

User tasks

Use the User Tasks option to monitor all active, assigned, completed, and suspended tasks that are running for the process instance.

Service tasks

Use the Service Tasks option to monitor all service tasks that are running for the process instance.

Variables

Use the Variables option to view and edit the process variables values for a process instance.

The properties for variables are:

Audit

Use the Audit option to view all audit logs for the selected process instance. This will open the audit section with the filter restricted to the application and process instance ID of the selected process instance.

Activate

Use the Activate option to resume a suspended process instance.

Activating a process instance will change the status to RUNNING.

Note: The Activate option is only available to process instances with a status of SUSPENDED.

Suspend

Use the Suspend option to pause a process instance. This will stop any action from completing in the process instance. Use the Activate option to resume a suspended process instance.

Suspending a process instance will change the status to SUSPENDED.

Note: The Suspend option is only available to process instances with a status of RUNNING.

Diagram

Use the Diagram option to view which stage the process is currently at and the path that the process instance has taken to get there. The currently active task or activity is highlighted in bold red. The process flow taken is highlighted in red.

Cancel

Use the Cancel option to cancel a process instance. This will stop any action from completing in the process instance. Cancelled process instances cannot be restarted or worked on again.

Cancelling a process instance will change the status to CANCELLED.

Note: The Cancel option is not available to process instances with a status of COMPLETED.

Delete

Use the Delete option to delete a process instance. When you delete a process instance you will permanently delete it and all of its data and the operation cannot be undone. You can delete one or more selected process instances, regardless of what state they are in. You can delete more than one at the same time by using the Select multiple check box on the top right. Once you have selected multiple process instances, click Delete from the top right.

User Tasks

The User Tasks section is for monitoring all active, assigned, completed, and suspended tasks that are running in each application.

Properties

The properties for each task are:

Further details are available to view for each task by clicking on it. A properties panel will appear on the right-hand side of the screen and certain properties can be edited if the status is CREATED or ASSIGNED.

The status of tasks are:

Select multiple user tasks

You can delete or change the assignee of multiple user tasks at the same time.

1. Select the Select Multiple check box on the top right.

2. Use the check boxes on the left next to each user task to select the ones you want to change.

   You can also select all of the user tasks at once by selecting the check box at the top of the list.

3. Click Delete or Change assignee from the three dots menu on the top right.

   This change will apply to all of the user tasks you have selected on the left.

4. Follow the prompts and confirm to delete the user tasks or select a new assignee and then click Assign.

Variables

Use the Variables option to view and edit the task variables values for a user task.

Note: Task variables are also known as form variables from a modeling perspective.

The properties for task variables are:

Sibling tasks

Use the Sibling Tasks option to view any other standalone tasks that share the same parent task.

Audit

Use the Audit option to view all audit logs for the selected task. This will open the audit section with the filter restricted to the application and the Event ID of the selected user task.

Service Tasks

The Service Tasks section is for monitoring all service tasks that are running in each application. You can enter a ProcessInstanceID in the filter to view all the service tasks of a specific process instance. See Process Instances for how to automatically populate the Service Tasks section with the service tasks of a particular process instance.

Note: This includes connectors, decision tables and scripts.

Properties

The properties for each service task are:

The status of tasks are:

View error

Use the View Error option on a service task with the status of ERROR. This will display a detailed stack trace of the error associated with the service task.

Audit

The Audit section provides details of all the events that have occurred in applications.

All audit events can be filtered based on the application, event type, event ID, or process instance ID. Use the Export button on the top right to download a .CSV list of all the audit events. Even if you have filtered the audit events you still download all the audit events for the selected application.

Properties

The properties for each audit event are:

Data Cleanup

You can clean up historical data using the Create cleanup job process from within the Admin App.

1. Sign into the Admin App.

2. Expand Process Admin from the left pane.

3. Select Data Cleanup.

4. Click the + symbol on the top right to create a new cleanup job.

5. Use the application you want to run the Create cleanup job process for from the drop down menu.

6. Use the applications process definition you want to cleanup.

   You can select multiple process definitions. If you do not select a process definition for the application all process definitions are selected.

7. Use the period of time you want to retain any completed or cancelled processes.

8. Click Yes I agree to creating the cleanup job and then click CREATE.