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Process Administrator
Getting started
Searching
  About workflows and work items
  Count or search for workflows
  Set the search criteria
  Set the results options
  About search results
  View the next set of results
  Show, hide, or rearrange the results columns
  Refresh selection
Print search results
  Export search results
Managing work items
Events & statistics
Troubleshooting
   

Count or search for workflows

When you want to view work that is currently in progress, you can search for workflows or work items. In addition, you can count the number of workflows or work items in a specific roster, queue, or event log.

To count or search for workflows
  1. In the Look For box in the search specification pane, select the type of information you want to see.

    Workflows

    A summary view of the workflows that are currently in progress.

    Process Administrator bases the summary information on the root work item. The root work item is the first work item created for the workflow; it does not reflect changes made during subsequent steps, so the displayed field values are often outdated. If your search criteria are based on fields that can change during the processing of a workflow, you should select work items instead of workflows.

    Work items    

    The smallest individual piece of a workflow. The term "work item" is often used interchangeably with "step," although steps involving more than one participant are actually made up of one work item per participant.

    Events

    A list of the actions that have occurred during the course of a workflow's life. For instructions on viewing events, see View event logs.

    Statistics

    Information about system performance as it relates to workflow processing. For instructions on viewing statistical information, see View workflow statistics.

  2. In the In box, select the area you wish to search.

    Workflow roster

    Contains a list of all work items currently being processed. Workflow rosters contain the current location and other information about all workflows and work items.

    User queue

    Contains work items that are waiting to be processed by a workflow participant.

    Component queue

    Contains work items that are waiting to be processed by a custom Java or (Workplace only) JMS component.

    Work queue

    Contains work items that are waiting to be processed by any of a group of users, or by a custom or FileNet-provided step processor.

    System queue

    Contains work items that are waiting to be processed by a server process on the Process Engine.

    Event log

    Contains information about events related to work item processing.

  3. Select the specific roster, queue, or event log in which to search by selecting one of the choices from the Select one drop-down list.
  4. Select the Search mode. In Edit mode, all workflow fields display, and you can manage workflows and edit workflow properties. In Read only mode, only the exposed system and data fields display, and searches complete more quickly. The search mode does not apply to searches for statistics and events.

    NOTE Your access rights can cause edit and read only modes to display different results. See Security issues for Process Administrator functionality for more information.

  5. Modify the Maximum returned per set value if desired. This value determines the number of workflows or work items to be retrieved at a time. Increasing this number allows you to take better advantage of the ability to update multiple rows at a time; however, the higher you set the number, the longer the search takes to complete.
  6. To search using additional criteria such as a participant's name or a date range, and to set the order in which the results display, click the Criteria tab, and select the options you want.

    TIP To limit your search to one or more specific users when searching in user queues, click the Users tab, and select the desired user names. By default, the search returns all users.

  7. To choose the columns to display in the results, click the Results Options tab, and select the columns to include or exclude from the results pane.

    TIP Use New Search to reset the Criteria and Results Options tabs. The top portion of the search specification pane remains the same.

  8. To see how many entries match your criteria, click Search Count. To view the entries that match your criteria, click Find Now.

Related topics

About search results

About event logs

About workflow statistics