IBM FileNet P8, Version 5.2.1            

Counting or searching 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 field in the search specification pane, select the type of information you want to see.
    Table 1. Workflow information to count or search
    Workflow information Description
    Workflows A summary view of the workflows that are currently in progress.

    Process Administrator bases the summary information about the root work item. The root work item is the first work item created for the workflow. The changes made during subsequent steps are not reflected, so the displayed field values are often outdated.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 can 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 and are made up of one work item per participant.
    Events A list of the actions that have occurred during the life of the workflow. For instructions on viewing events, see View event logs.
  2. In the In field, select the area you want to search.
    Table 2. Work item information to count or search
    Work item information Description
    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™ component.

    Contains work items that are waiting to be processed by a custom Java or 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 workflow system server process.
    Event log Contains information about events related to work item processing.
  3. Select the specific roster, queue, or event login which to search by selecting one of the choices from the Select one list.
  4. In Search mode, select one of the following modes:
    • In Edit mode, all workflow fields are displayed, and you can manage workflows and edit workflow properties.
    • In Read only mode, only the exposed system and data fields are displayed, and searches complete more quickly. The search mode does not apply to searches for events.
    Remember: 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. You can increase this number to take better advantage of the ability to update multiple rows at a time. The higher you set the number, the longer the search takes to complete.
  6. To search additional criteria such as a user name or a date range, and to set the order in which the results are displayed, click the Criteria tab, and select the options you want. See Set the search criteria for more information.
    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. See Search for work assigned to specific users for more information.
  7. To choose the columns to be displayed in the results, click the Results Options tab, and select the columns to include or exclude from the results pane. See Results options for more information.
    Tip: Click the New Search tab to reset the Criteria and the 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.


Last updated: March 2016
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