Search Work Item

This page provides administrative tools for tracking and managing work items of all workflows running on Emakin. It has a sophisticated search feature which allows narrowing down the results by using its filter to find specific work items you need. It also lets you perform operations such as forwarding work items to users, reprocessing work items which have errors, or terminating if needed and seeing the work items' history details.

There are two actions provided on this task, close and save actions.

• Close action closes the "Search Work Item" page, making no changes on the work items. 
• Save action saves all of the changes you made on work items.

As an admin user, go to the Administration page by clicking the link at the bottom of the left navigation menu and click on the Search Work Item. The "Search Work Item" section consists of two parts which are Search Filter and Work Items.

Search Filter

The Search Filter part defines the search criteria to find intended work items. There are three basic filters and three additional detailed filter groups; those are user filters, date filters and process filters. You can click their downward arrows to expand and see the criteria they provide.

The three basic filters are as follows:

• Instance Number
• State
• Caption

Instance Number
Instance number is an incremental number to tag every initiated workflow in Emakin. You can find this number in the user work list or on the upper right corner of every form.

State
Specifies the state of the work item.

All Items
Searches in all the work items without regarding the state. 

Waiting Items
Searches all the work items in the waiting state, meaning that no action is taken.

Completed Items
Searches in all completed work items that an action was taken.

Terminated Items
Searches in all terminated work items.

Caption
Search by the display name of work items. You can search with a full name if you know, or you can use * character to search for work items with similar names. For example, searching with the "Approval*" word will bring you the work items whose names start with "approval".

User Filters

Criteria to filter work items depending on related user details.

Assigned To
The user to whom a work item is assigned. Type a username and search for it or select it from the Recently Used or Organization menus on the pop-up.

Completed By
The user who has completed a work item. Type a username and search for it or select it from the Recently Used or Organization menus on the pop-up.

Date Filters

Criteria to filter work items depending on their date details.

Start Date
Start date of a work item. Pick a time period from datetime picker that involves the start date of work items you are searching. 

If only the start date is selected on the start date, the jobs starting from this date are listed. If the end date is also selected on the start date, the jobs that started in the selected date range are listed.

End Date
End Date of a work item. Pick a time period from datetime picker that involves the end date of work items you are searching.

If only the start date is selected on the end date, the finished works from that date are listed. If the end date is also selected on the start date, the finished works in the selected date range are listed.

Process Filters

Criteria to filter work items depending on their process details.

Process
Name of the process that work items belong to. All processes existing on your domain are listed here.

Version
The process version number of the selected process. All versions of the selected process are listed here with their current states as "TestMode", "Editing", and "Active".

State
Process state when the workflow started. Three options are provided, those are "All", "Test", and "Active".

Work Items

The Work Items section is responsible for displaying workitem search results and performing operations for batch or per item.

Clicking the search button will list the result of work items filtered by the given criteria. Each row in the results table corresponds to a work item and contains its details.

• Number is the form number of the work item.
• Caption is the display name of the work item. It is also a link to the workflow history page where you can see the process flow chart and all related work items which belong to the workflow.
• State is the current status of the work item.
• Start Date is the starting date of the work item.
• End Date is the completion date of the work item. It displays nothing if the work item is in the waiting state.
• Assigned To is the list of identities that the work item is assigned to. It displays nothing if the work item was triggered automatically.
• Completed By is the name of the user who completed the work item. It displays nothing if the work item isn't completed yet or is completed automatically.
• Process is the name of the process that the work item belongs to. 
• Version Number is the process version number.
• Operation is the column that displays the selected operation name when you select an operation from the inner work item menu. This operation gets performed on the work item if the Save action on this form is taken.

You can expand the inner work item menu by clicking the downward arrow at the left side of rows. In this menu, possible work item operations and jobs related to the work item are displayed.

Operation

The operation to be executed on the related work item. This section is only visible when the work item is in the "Waiting" or "Join" states.

Options provided when the work item is in the "Waiting" state:

• Default Operation: Applies the default operation if any Batch Operation is selected. See Batch Operation below for details. 
• Do Nothing: Ignores this work item if any Batch Operation is selected. See Batch Operation section below for details. 
• Assign To Another Person: Assigns this work item to selected user. An identity picker will show up for you to select a user when you pick this option.
• Terminate Instance: Ends the workflow that the related work item is tied to and also all of its waiting work items.

Options provided when the work item is in the "Join" state:

• Do Nothing: Ignores this work item if any Batch Operation is selected. See Batch Operation section below for details. 
• Terminate Instance: Ends the workflow that the related work item is tied to and also all of its waiting work items.

Related Jobs

Every work item contains various jobs to accomplish its objectives, such as processing itself, saving its XML form data into the XML database, indexing its content for full-text search etc. All these related jobs are listed under this subsection with paging options and a search feature.

• Work Type is the name of the job type.
• Started At states when the job started.
• Completed At states when the job is completed. 
• Duration is the duration of processing the job, which is the difference between Started At and Completed At values.
• Number is work flow number that the job is related to.
• State displays the current status of the job. Clicking on this button will open up the log window of the job, where you can see many details and change the job state

You can change the job state when a job is in "Waiting", "Error", or "Aborted" states. To change a job state, click on the coloured job state image.

Then click on the provided state option buttons to change a job's state.

Job States

A job state describes a job's current status. See Background Jobs Manager for details.

State options for jobs in the "Waiting" state:

State options for jobs in the "Aborted" state:

State options for jobs in the "Error" state:

Batch Operation

The operation to be performed on all the listed work items. Selected batch operation affects only the work items in the "Waiting" state.

You can select a batch operation to affect all the waiting work items, and at the same time, you may decide to perform a different operation on some of the specific work items. To achieve this, use batch operation and related work item operation options together.

Options listed for batch operation:

• None: Do nothing.
• Assign To Another Person: Assigns all work items to the selected user. An identity picker will show up for you to select a user when you pick this option.
• Terminate Instance: Ends the workflows that the work items are tied to and also all of their waiting work items.