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Managing Activities for active Processes

The All Activities list provides detailed information about all Activities that are part of an active Workflow Process. You can see how work is progressing on current Workflow Processes, and finish a Process or Activity if necessary.

Before you begin

To manage the All Activities list, you must have System Administrator privileges or Workflow Management rights. With Workflow Management rights, you can perform these actions only on items that are in Publications for which you have the right. .

Procedure

  1. Access the Content Manager Explorer website.
  2. Select Administration > Workflow Management > All Activities.

    The list view displays the Activities currently in progress as part of a Workflow Process, along with the properties of the selected Activity.

    You see the following activity details:

    Name
    The name of this activity.
    Task Name
    If this activity is applied to a type of item, the name of that item; if this activity is a Task, the name of the Task.
    Publication
    The Publication that contains the item(s) involved in this activity.
    Assigned on
    A timestamp representing the moment at which the activity was assigned, immediately after the previous activity finished.
    Assigned to
    The group or user to which this activity was assigned.
    Due date
    If the activity has a Started state, the moment at which the activity is (or was) expected to be finished. If the due date has already passed, the date and time are displayed in red.
    State
    The state that the activity is in: Assigned, Started, Failed, Suspended or Waiting for Workflow Agent.
    Performer
    If the activity is still in progress, the name of the user who is currently performing the activity. If the activity is completed, the user who most recently performed the activity.
  3. Select an Activity in the list. You can perform the following actions in the Workflow Ribbon tab:
    OptionAction
    Start Activity—starts the Activity.
    Assign Activity—assigns the Activity to a different User than the one it is now assigned to.
    Finish Activity—finishes the Activity and assigns the next Activity to the next assignee.
    Restart Activity—restarts a failed Activity.

    You can also double-click the Activity to open an Activity dialog showing all the Activity properties. These are:

    Description
    A description of what this activity entails.
    Assigned to
    The group or user to which this activity was assigned.
    Performer
    If the activity is still in progress, the name of the user who is currently performing the activity. If the activity is completed, the user who most recently performed the activity.
    Assigned on
    A timestamp representing the moment at which the activity was assigned, immediately after the previous activity finished.
    Due date
    If the activity has a Started state, the moment at which the activity is (or was) expected to be finished. If the due date has already passed, the date and time are displayed in red.
    Started on
    If the activity has a Started or Finished state, a timestamp representing the moment at which a user picked up the activity.
    Time Spent
    If the activity has a Finished state, the amount of time that has passed from the moment the activity was first assigned, to the moment a user finished the activity.
    Finished on
    If the activity has a Finished state, a timestamp representing the moment at which a user finished the activity.
    Approval Status
    The approval status determines whether or not the item(s) associated with this item can be published to a specific Target Type.
    Previous Activity Message
    A message regarding the previous activity, typically intended as instructions to the current activity owner.
    Note the following:
    • If the primary item is a bundle, it will appear first in the list followed by all the items in the bundle.
    • Each related item can be opened directly from the list so that you can view the item and perform the requested task.

    If you select an item, you can do the following:

    Preview
    Preview the item in a new dialog.
    Open
    Open the item for editing in a new dialog.