Manage Workflow Transactions

After workflow tasks are created, it's helpful to keep track of them and jump in when needed, especially when something goes wrong. If you have the appropriate access, you can monitor and troubleshoot workflow tasks for others and for yourself.

Use the Transaction Manager: Transactions page in the Transaction Console work area to manage transactions. A transaction is a business process that involves a workflow task. Here are some of the things you can do:

Track transaction statuses and download spreadsheets with information about transactions.
Download and review diagnostic logs for transactions. For example, you can see the conditions in the approval rules that might have caused an error.
Depending on what's going on with the transaction and what access you have, you might be able to, for example, reassign or recover the transaction.

Find Transactions

Follow these steps:

Click Navigator > Tools > Transaction Console.
If you see tabs, make sure you're on the Transaction Summary tab.
On the Transaction Manager: Transactions page, check the Last Refresh time stamp after the page title to see when the transaction statuses were last updated. Click the Refresh icon if needed. You can refresh any time as long as someone else didn't already start a refresh.
- You can also click the Refresh icon for a specific row in the table to refresh individual transactions.
- Also, the Refresh Transaction Administrator Console Transaction Status scheduled process automatically runs to refresh the statuses.
- If you open the details for a specific transaction (step 5), its status also refreshes and you see the latest on the details page.
View the transactions with a status that matches the default Status filter, for example Failed. You can remove this filter to get results for all statuses. Or, use the search and filters to apply your own criteria, for example, to find transactions that are priority 1 or submitted by a specific person.
- You can use the search to find results based on keywords in the Name or Process Name column, or specifically use the Name or Process Name filters. Name is the person or object the workflow task applies to, and the process reflects the type of workflow task.
- You can personalize filters to add or hide filters, and create saved searches for future use.
Select and act on the transactions right there from the results table, or click the transaction in the Name column to see details, such as diagnostic information for failed transactions, and go from there.

Act On Transactions Without Opening Details

Here's what you do:

Select one or more transactions from the results table.
Optionally use the Priority menu to set an issue priority, so that you can later filter on the priority to find these transactions.
Open the Actions menu and select an action. If you selected more than one transaction, you see only the actions that can apply to all of them.

Use Transaction Details

What you can see and do in the transaction details depends on the transaction status and what access you have. For example, for transactions that are in progress or completed, you might see the approval history, which shows who already approved and who the current assignee is, if any.

For failed transactions, you can get information about the issues and, if you're an administrator, usually take some action:

Select an issue from the Issues list, if the transaction has more than one issue.
Review the information in the Instructions and Details sections, including any description and resolution for the issue, as well as the related workflow task and approval rule.
Click the Download link to get the diagnostic log.
Use the Issue Priority list to set an issue priority, if you want to later filter on the priority to find this transaction.
From the Assigned To list, select the person who should fix the issue, for tracking and filtering purposes.
Add comments, for example to track what you're doing to address the issue, or note down any service request IDs. You and others can see these comments only in the Transaction Console, not with the workflow task in the worklist.
If you can, take action to address the issue. Here are some examples of how you might go about it:
- Open the Actions menu and select an action to manage the transaction.
- Follow up with the person you assigned the issue to or your help desk. Give them the diagnostic log and other information from the transaction details.
- Reconfigure the approval rule that the transaction is based on, and have the workflow task resubmitted.
Select another issue from the Issues list, if any, and go through the same process.
Click Save and Close.

Download a Spreadsheet of Transactions

This is all you need to do:

In the results table, select the transactions you want to include in the spreadsheet. To get all transactions, either select all of them or none at all.
On the Actions menu, click Download.