Search Work Item

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

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

Search Filter

Search Filter part defines the searching 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 from 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 in all work items as in waiting state that no action was 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 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 "Approval*" word will bring you 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

Criterioa 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.

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.

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
Process version number of 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

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 form number of work item.
• Caption is display name of work item. It is also a link to the workflow history page where you can see process flow chart and all related work items which belong to workflow.
• State is current status of work item.
• Start Date is the starting date of work item.
• End Date is the ending date of work item. Displayed empty if work item is in the waiting state.
• Assigned To is the user name that work item is assigned to. Displayed empty if work item was triggered automatically.
• Completed By is the user name that has completed the work item. Displayed empty if work item isn't completed yet or is completed automatically.
• Process is name of process that work item belongs to. 
• Version Number is the process version number.
• Operation is the column that displays selected operation name when you select an operation from inner work item menu. This operation gets performed on the work item if 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 with the work item are displayed.

Operation

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

Options provided when work item is in "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 work item is in "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 employs various jobs to accomplish its objectives such as processing itself, saving its xml form data into 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 job type.
• Started At states when the job started.
• Completed At states when the job 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 job. Clicking on this button will open up the log window of job where you can see many details and change the job state

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

State options for jobs in "Aborted" state:

State options for job in "Error" state:

Batch Operation

Operation to be performed on all the listed work items. Selected batch operation affects only the work items in "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 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 workflows that the work items are tied to and also all of their waiting work items.