Count or search for workflows

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for the workflow; it does not reflect changes made during subsequent steps, so the displayed field values are often outdated.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 want 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) Java Message Service (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 P8-provided step processor.

    System queue

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

    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 list.
  4. In Search mode, select one of the following:

    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. Specify the Maximum returned per set value. 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, select the Criteria tab, and select the options you want. See Set Criteria for more information.

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

  7. To choose the columns to display in the results, select the Results Options tab, and select the columns to include or exclude from the results pane. See Results options for more information.

    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.