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Alfresco Process Automation

Process administration

The Process Admin section of the Admin Application is used to manage process instances and tasks. It also contains the audit log for applications.

Users can only see this section if they have the ACTIVITI_ADMIN role. The information that a user sees in each section is then controlled by which applications they have been given administrator access to during deployment or afterwards by updating the application permissions.

Process instances

The Process Instances section is for monitoring all active, completed and suspended process instances that are running in each application.

Properties

The properties for each process instance are:

Property Description
ID The unique ID of the process instance.
Name The name given to the process instance when it was started.
Status The current status of the process instance. See the table below for a list of possible statuses.
Created The name of the user that started the process instance.
Start Date The time since the process instance was started.
App Release Version The version of the application the process instance is using.

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:

Status Description
RUNNING The process instance is currently running.
COMPLETED The process instance has been completed.
SUSPENDED The process instance is currently suspended and cannot continue until it is reactivated.
CANCELLED The process instance has been cancelled and cannot be completed.

Diagram

Select 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.

Variables

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

The properties for variables are:

Property Description
Name The name of the process variable.
Type The type of the process variable.
Value The current value of the variable. The word json will be displayed for JSON variables. Click it to view the full JSON value.
Edit If the process instance status is RUNNING then the Value of a process variable can be updated.

Suspend and activate

Select 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.

Activating a process instance will change the status to RUNNING.

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

Cancel

Select 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.

Audit

Select 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.

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:

Property Description
ID The unique ID of the task.
Name The name given to the task.
Assignee The user assigned to the task.
Status The current status of the task. See the table below for a list of possible statuses.
Created Date The time since the task was started.
Last Modified The time since the task was last updated.
Parent ID The ID of a parent task if the standalone task has one.

Note: 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:

Status Description
CREATED The task has been created but not yet assigned.
ASSIGNED The task has assigned but not yet completed.
COMPLETED The task has been completed.
SUSPENDED The task is suspended because the process instance it belongs to has been suspended. It cannot be completed until the process instance is activated.
CANCELLED The task has been cancelled and cannot be completed.

Variables

Select 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:

Property Description
Name The name of the task variable.
Type The type of the task variable.
Value The current value of the task variable. The word json will be displayed for JSON variables. Click it to view the full JSON value.
Edit If the task status is CREATED or ASSIGNED then the Value of a task variable can be updated.

Sibling tasks

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

Audit

Select 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.

Note: This includes connectors, decision tables and scripts.

Properties

The properties for each service task are:

Property Description
ID The unique ID of the service task.
Activity Name The name given to the service task within the process definition.
Status The current status of the service task. See the table below for a list of possible statuses.
Started Date The time since the service task was started.
Completed Date The time the service task was completed. It will be blank if the service task has not yet been completed.

The status of tasks are:

Status Description
STARTED The service task has started to execute.
COMPLETED The service task has been completed.
CANCELLED The service task has been cancelled and cannot be completed.
ERROR The service task had an error during execution.

View error

Select 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.

Properties

The properties for each audit event are:

Property Description
Event Type The type of the event that occurred, for example SEQUENCE_FLOW_TAKEN shows where a sequence flow was followed.
Event Time The timestamp for when the event happened.
Event ID The unique ID of the event.
Process Instance ID The process instance ID of the process that the event occurred in.
Event Action The payload of the event in JSON format. Click to view the details.

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