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Administering Workflow Process Instances

This topic provides procedural information on administering workflow process instances. It includes the following topics:

• Viewing Run-Time Instances of a Workflow Process
• Stopping a Workflow Process Instance
• Stopping Workflow Process Instances for a Workflow Process
• Stopping a Workflow Process Instance from Script
• Deactivating a Workflow Process Instance
• Expiring a Workflow Process Instance
• Purging a Workflow Process Instance from the Log
• Description of Where Workflow Process Instance Information is Stored

Viewing Run-Time Instances of a Workflow Process

You can view a workflow's run-time instances in the Workflow Instance Admin view.

To view run-time instances for a workflow process

1. In the Siebel client, navigate to Administration-Business Process > Workflow Instance Admin.
2. In the All Workflow Process Instances applet, choose the workflow process you need to administer from the Process Name field.
3. In the Related Instances child applet, you can view the workflow's run-time instances and their parameters.

Stopping a Workflow Process Instance

From within the Workflow Instance Admin view, a Workflow administrator can stop a workflow process instance if persistence is defined. After a workflow process instance is stopped, it is removed. A process instance with a status of Running, Waiting, or Error can be stopped.

If you stop a running workflow process instance, the execution of the process instance is terminated. This is different from purging a workflow process instance from the monitoring log. For more information, see Purging a Workflow Process Instance from the Log.

CAUTION:  A stopped workflow process instance cannot be resumed.

To stop a workflow process instance

1. In the Siebel client, navigate to Administration-Business Process > Workflow Instance Admin.
2. In the All Workflow Process Instances applet, choose the workflow process you need to stop from the Process Name field.
3. In the Related Instances applet, choose the process instance you need to stop.
4. In the applet menu, choose Stop Instance.

   For caution information, see Stopping a Workflow Process Instance.

Stopping Workflow Process Instances for a Workflow Process

You can stop workflow process instances of a specific workflow process definition in the Workflow Deployment view.

If you know the specific instance you need to stop, stop the workflow process from the Workflow Instance Admin view. For more information, see Stopping a Workflow Process Instance.

If you need to stop process instances of a specific version of a workflow process definition, then you can delete the process definition from within the Workflow Deployment view. Note that deleting a process definition from the Workflow Deployment view does not only remove a process definition from the run time. It also stops process instances of the deleted process definition.

To stop process instances of a workflow process definition

1. In the Siebel client, navigate to Administration-Business Process > Workflow Deployment > Active Workflow Processes.
2. Choose the process instance you need to delete.
3. From the applet menu, choose Delete Process.

TIP:   Using Multi-select, you can choose multiple workflow process definitions. Because the Delete Process functionality deletes a process definition and stops the process instances of that definition,. Process instances related to the chosen definitions are also stopped as a result of the deletion. So, if you need to perform a batch delete of multiple workflow processes, follow the steps outlined in the above procedure, using Multi-select to choose multiple workflow processes rather than just one. To use Multi-select, keep the CTRL key depressed as you click each record in the applet.

Stopping a Workflow Process Instance from Script

Using the _StopInstance method, you can stop a workflow process instance using script. An example usage of this technique occurs when you have an interactive workflow which needs to be cancelled but which is suspended in a Wait step. In this scenario, the Process Instance Id is already known.

To stop a workflow process instance from script

Invoke the _StopInstance method on the Workflow Process Manager business service, as in the following example, which uses a hard-coded Process Instance Id:

var bs_WF = TheApplication().GetService("Workflow Process Manager");

var ps_inputs = TheApplication().NewPropertySet();

var ps_outputs = TheApplication().NewPropertySet();

ps_inputs.SetProperty("ProcessInstanceId", "1-IIT");

bs_WF.InvokeMethod("_StopInstance" , ps_inputs, ps_outputs);

Deactivating a Workflow Process Instance

You can deactivate a single instance of a workflow process, or multiple process instances in one batch.

To deactivate a workflow process instance

1. In the Siebel client, navigate to Administration-Business Process > Workflow Deployment > Active Workflow Processes.
2. Choose the process instance you need to deactivate.
3. From the applet menu, choose Deactivate Process.

   The status of the chosen process instance for the workflow process is changed to Inactive.

To deactivate workflow process instances in batch

1. In the Siebel client, navigate to Administration-Business Process > Workflow Deployment > Active Workflow Processes.
2. Choose the process instances you need to deactivate.

   Use Multi-click, holding down the CTRL key while clicking each record in the applet.

   TIP:   Instead of using Multi-click, formulate a query to display only the workflow processes you need to deactivate, then choose Select all from the applet menu.

3. From the applet menu, choose Deactivate Process.

   The status of chosen process instances for the workflow process is changed to Inactive.

Expiring a Workflow Process Instance

This administrative procedure is performed in Siebel Tools, not in the Siebel client.

To expire a workflow process instance

1. In the Workflow Processes OLBE, choose the workflow process you need to expire.
2. From the application-level menu, choose Tools > Lock Project.

   This action locks the project defined in the Project property for the currently chosen object definition in the OBLE.

3. In the WF/Task Editor toolbar, click the Expire button.

   For more information, see About the WF/Task Editor Toolbar.

Purging a Workflow Process Instance from the Log

You can use the purge feature to delete process instances that have a status of Stopped or Completed before the user-specified date. If you need to delete a paused instance, stop the instance first.

Note that if you delete a running workflow process instance from the log, the execution of the process instance is unaffected and the workflow process continues to run.

To purge process instances from the log

1. In the Siebel client, navigate to Administration-Business Process > Workflow Instance Monitor > Process Instances.
2. In the Process Instances applet, choose the workflow process instance you need to purge.
3. Click the Purge button.
4. In the Workflow Instance Monitor Purge dialog box, choose a date.
5. Click Purge.

Description of Where Workflow Process Instance Information is Stored

Tables in which workflow process instances are stored include:

• S_WFA_INSTANCE
• S_WFA_INST_PROP
• S_WFA_INST_WAIT

Tables in which workflow instance monitoring information is stored include:

• S_WFA_INST_LOG
• S_WFA_INSTP_LOG
• S_WFA_STPRP_LOG