There may be times when you need to step in and manage a workflow directly, for example, to review a user’s task list, reassign something that’s stuck, or end a process.
Find a user's username
Firslty, you need to find the username for the user you're making the change for. To do this, follow the steps below.
In the Admin Tool, click User Accounts.
Double-click the relevant user.
Make a note of the username.
Once you've got this, follow the steps in the relevant section below, depending on the action you want to take.
Check a user's task list
To identify the workflow tasks for your user, follow the steps below.
In the Admin Tool, click Maintenance.
Click Import/Export Data then click Create an export definition.
Click Select the data to export then connect to the SelectSystem database.
Copy the following query.
Select Security.Users.[User Name], Workflow.[User Task List].Description, Workflow.[User Task List].Created, Workflow.[User Task List].Action, Workflow.[User Task List].[Workflow Name], Security.Users.[User Number], Workflow.Instances.Created As [Workflow start date / time] From Workflow.[User Task List] Inner Join Security.Users On Workflow.[User Task List].[User Number] = Security.Users.[User Number] Inner Join Workflow.Instances On Workflow.[User Task List].[Instance Number] = Workflow.Instances.[Instance Number]
Click Options then click Paste SQL from Clipboard.
In the Criteria column, enter the username you noted earlier.
Click Data then make a note of the workflow name.
Make a note of what's in the Workflow start date/time column.
Make a note of what's in the Created column.
Reassign a workflow
To locate a workflow and reassign the task to another user, follow the steps below.
In the Admin Tool, click Workflow Log.
Select a date range that covers the date the user made the request.
Locate and double-click the relevant workflow.
🤓Tip: If you no longer need the workflow, to terminate it, simply click Terminate the selected workflow.
Find the stage that doesn't have a completed date and time.
Double-click a stage with the workflow start date and time you noted earlier.
Click Assign another user then select the relevant user.
Click OK.
For a visual walkthrough on how to reassign a running task, watch this video 🎥
Already terminated a workflow
When you manually end an absence workflow, the related record shows a workflow status of zero, meaning it's awaiting authorisation. To delete it, you need to enable the setting that shows pending absences in the listing.
To do this, follow the steps below.
In the Admin Tool, click Menus.
Double-click your HR menu set then click Absence.
Click Absence then double-click Absence History.
Click Locked then, when the message appears, click Yes.
Click Absence History (List) then click Data.
Click Pending authorisation then click Apply.
Click OK.
Once you've done this, you can view the absence from the workflow on your system's website to delete it as normal.
📌 Note: You may wish to repeat the steps to remove the pending absences from your listing for normal operation of the system
Workflow termination statuses
Depending on the method by which you terminated a workflow, a different status appears. We've explained the different statuses in the table below 👇
Termination message | Explanation |
Terminated manually. | The workflow was terminated via the workflow log manually and by a specific user.
|
The workflow was terminated by configured terminate activity. | The workflow was terminated by an activity within the workflow configuration, which is specifically designed to terminate the workflow. |
Terminated automatically. | The workflow was terminated by the System - Database Maintenance batch job tasks. |