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Business Process Portal Manager's Guide
Using Management overview features : Viewing Instances Overview page : Checking the Status of an Instance

Checking the Status of an Instance

To check the status of an instance, complete the following steps:
1. In the Management module, click Overview > Instances to view the Instances Overview page.
2. Use the search features in the Filter bar to specify the process instances you want to monitor.
a. Select a Business Process Server application from the Application drop-down list in the upper left of the Filter bar. Data on all instances for the selected application (or for all applications, when you choose All) are displayed in the workspace.
b. Select an option from the Status drop-down list. Options include: All, Active, Completed, Removed or Suspended. Active indicates the instance is active and can be run. Suspended indicates the instance is temporarily stopped until the Resume option is selected.
c. Select an option from the Duration drop-down list. Options include: Hours, Weeks, Days, Business Days. Use this search criteria only for instances with a Completed status.
d. Specify a Creator, if applicable. Click the Edit Creator icon () to open the User List, from which you can select a valid Application user.
e. Select an option from the Priority drop-down list. Options include: All, Critical, High, Medium and Low.
f. Select an option from the Start Date Range drop-down list. Options include: Today | Yesterday, This Week | Last Week, This Month | Last Month, This Quarter | Last Quarter, This Year | Last Year | Custom. To define a more specific time range, click the Select Date icon () and choose a start date and end date from the pop-up calendars.
Instances can be filtered based on the Instance Start Date by specifying the start date from the Start Date drop-down list.
3. After you have finished entering filtering criteria, click Search to locate the specified instance(s).
Business Process Server displays all the instances satisfying your filter criteria in the workspace. See Table 8.
Note: Specify the date format for the reports using the DateFormat parameter in See "Chapter 2, Customizing Properties Files" in the Customization Guide for more information about the date format syntax. Business Process Server displays a warning message when you specify an invalid format for a Date field.
4. Click the PSV Tabular View icon in the Details column to view the properties of each workstep displayed in a tabular format that presents data in a unified view.
The Tabular View displays the Start workstep as the first workstep at the top of the list. It is followed by the remaining worksteps in the order of their completion and the End workstep is displayed as the last workstep. The same color coding described in Table 9 is also used in the Tabular View.
When you are in the Tabular View, you can:
*Update an Active workstep by modifying its Priority or by changing its Status; for example, suspend, complete and update.
*Update a work item by changing the Performer or selecting an Action. For Reassign,Complete,Make Available and Remove.
*Send an e-mail to the performer(s) by clicking the Performer link. Business Process Server launches your default mail client and enters the e-mail addresses of the performer(s). If there are multiple performers comprising any combination of, list of users and list of groups, then Business Process Server enters individual e-mail addresses of those users and group members. However, if a group contains users and another group, then Business Process Server enters e-mail addresses of only the users but does not enter e-mail addresses of the nested group's members.
*Expand all Worksteps to show their work items in a printer-friendly version of Tabular View.
*Printing the Tabular view.
5. Click the PSV Flow View icon () in the Details column to open the Flow View, where you can view the instance in a flowchart.
The worksteps color coding is explained in Table 9.
Table 9. Workstep Color Coding
Workstep Color...
Activated workstep
Completed workstep
Inactive workstep
Skipped workstep
Suspended workstep
Dark Green
Monitoring workstep in wait state.
The Event Playback in the PSV link bar helps you to view the events in the order in which they have occurred. Refer "Using Event Playback" section in Business Process Portal User’s Guide for more information.
6. To access dataslot information for the process instance from the Tabular or Flow View, click View Dataslots to open the View Dataslots page. This page appears if you are granted Dataslot permissions.
If you have only View permission for the Dataslot resource, then the fields in the View Dataslots page are read-only. If you have View and Update permissions for the Dataslot resource, then the fields are editable, as shown above.
To change the dataslot information for the process instance:
a. Modify the priority of the instance by selecting an option in the Priority drop-down list.
b. Modify the status of the instance by selecting from the options in the Status drop-down list.
Only Active application instances can be modified.
c. Modify the remaining dataslots as needed, and click Save at the bottom of the form. Business Process Server updates the dataslots after your confirmation. To reset the form and remove the information you just entered, click Reset. To cancel the action and exit the current page, click Cancel.
7. To access the history of all the transactions of the process instance from the Tabular or Flow View, click Audit History to open the Audit History page. For more information about audit history, refer to Viewing Instance History.