Workflow Administration | PowerSchool ERP

Use the Workflow Administration option to monitor your organization's workflows. In addition, you can suspend, resume, restart, and cancel workflows that have not completed.

From the System Administration menu, select Workflow. From the Workflow menu, select Workflow Administration.

Review a Workflow

Open the Workflow Administration page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
In the Search Results section, select the workflow to display the Workflow Administration Details page and review the workflow.

Restart a Workflow

You can restart only Workflow Instance IDs with a status of In Progress, Failed, Expired, or Suspended.

Open the Workflow Administration page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
In the Search Results section, select the workflow to display the Workflow Administration Details page.
Click Restart.
In the Confirmation dialog, click Yes to restart the workflow.

Restarting a workflow flags the current Instance ID as "Restarted" and creates a new queue record for the workflow engine to process. The user in the Workflow Administration page will need to wait for the queue to be processed. Once processed and refreshed, a new Instance ID will be created and can be viewed under the original Instance ID in Instance History. The new Instance ID will have a new Reminder Date and Expiration Date based on when you initiated the restart.

Suspend a Workflow

You can suspend only Workflow Instance IDs with an In Progress status.

Open the Workflow Administration page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
In the Search Results section, select the workflow to display the Workflow Administration Details page.
Click Suspend.
In the Confirmation dialog, click Yes to suspend the workflow.

Resume a Workflow

The Resume function can only be performed on workflows with a status of: In Progress, Failed, Expired, or Suspended

Open the Workflow Administration page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
In the Search Results section, select the workflow to display the Workflow Administration Details page.
Click Resume.
In the Confirmation dialog, click Yes to resume the workflow.

Resuming a workflow flags the current Instance ID as "Resumed" and creates a new queue record for the workflow engine to resume, or temporarily updates the Current Instance ID Status to Trigger Event Received. The user in the Workflow Administration page will need to wait for the queue to be processed. The Instance ID will have a new Reminder Date and Expiration Date based on when the Resume was initiated.

Cancel a Workflow

The Cancel function can only be performed on workflows with a status of: In Progress, Failed, Expired, or Suspended

Open the Workflow Administration page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
In the Search Results section, select the workflow to display the Workflow Administration Details page.
Click Cancel.
In the Confirmation dialog, click Yes to cancel the workflow.

You cannot restart or resume a canceled workflow. If you canceled it by mistake, the requester must resubmit the leave request.

Fields and Descriptions

General Information section

Field	Description
Instance ID	Unique identifier for the workflow instance. Display only.
Status	Status for the workflow instance. Display only. Possible statuses are: In Progress Succeeded Failed Rejected Canceled Expired Needs Correction Corrected Restarted Suspended User Action Received Trigger Event Received For descriptions of the workflow statuses, refer to Workflow Status Descriptions.
Requester ID	Employee number of the person who initiated the workflow. Display only.
Requester	Full name of the person who initiated the workflow. Display only.
Workflow	Title of the workflow associated with the instance. Display only.
Data Set	Type of data for the workflow. Display only.
Description	Errors triggered by the workflow process for the workflow instance. Display only.
Data Set Instance ID	GUID that serves as a unique ID for the workflow data set. Display only.
Initiated By	Type of process that initiated the workflow. This release supports only the e-Form type. Display only.
Created Date	Date and time the workflow was initiated. Display only.
Reminder Date	Date and time the workflow reminder notification will be sent. Display only.
Expiration Date	Date and time the workflow will expire if not completed. Display only.
Completed Date	Date and time the workflow was completed. Display only.

Instance Information section

Field Label	Field Value
Leave Type	Type of leave, as defined in the Check Title field of the Pay Code table. If your organization uses Employee Timesheets and the Pay Title Description is set to A-Alternate Code Description, then the leave type displays from the Pay Code Maintenance Alternate Description.
Start Date	Starting date for the requested leave.
End Date	Ending date for the requested leave.
Units	Number of units, hours, or days for the requested leave.
Notes	Any notes that may have been entered by the employee when the leave request was submitted.
Leave Code	The leave code on the employee that is affected by the requested leave.

Event History section

Field	Description
Action Date/Time	Date and time when the action was completed. Display only.
Status	Status of the action. Display only. Possible statuses are: Pending Success Rejected Delegate Needs Correction Restart Suspend Resume Canceled For descriptions of the workflow statuses, refer to Workflow Status Descriptions.
Activity Description	Title for the workflow approval level.
Role Description	Title of the approval role associated with the instance.
Approver	Name of the primary approver for the role associated with the instance. If there is no role in the Role Description field, but a name in this field, this would be the name of the administrator who performed the Restart, Suspend, Resume, or Canceled action from the Workflow Administrator option.
Delegate	Name of the user who was defined as the delegate for this workflow task during the approver's absence.
Comments	Any comments the approver or delegate entered while processing approvals for the workflow instance. If the leave request was canceled, this will display Employee Canceled or Administrator Canceled, based on who canceled it.

Instance History section

Field

Description

Instance ID

Unique identifier for the workflow instance. Display only.

Status

Status for the workflow instance. Display only.

Possible statuses are:

In Progress
Succeeded
Failed
Rejected
Canceled
Expired
Needs Correction
Corrected
Restarted
Suspended
User Action Received
Trigger Event Received

For descriptions of the workflow statuses, refer to Workflow Status Descriptions.

Created Date

Date and time the workflow instance was initiated. Display only.

Workflow Status Descriptions

The following table describes the workflow statuses.

Status	Description
In Progress	The workflow engine is actively processing the request or waiting at a workflow step.
Succeeded	The workflow ended successfully. For leave requests, the posting provider then posts the leave to Attendance or Employee Timesheets.
Failed	An error occurred while executing the workflow or posting the leave.
Rejected	An approver rejected the request. The leave request is ultimately updated to denied/rejected.
Canceled	The workflow was canceled, generally by an administrator or cancellation action.
Expired	The workflow passed its expiration time while an approval task was still pending.
Needs Correction	An approver requested changes to the leave request.
Corrected	The requester corrected a request that was in Needs Correction; the original instance is closed, and a new workflow instance is created.
Restarted	An administrator restarted a failed, suspended, expired, or in-progress workflow.
Suspended	An administrator temporarily suspended the workflow.
User Action Received	An approver or other workflow user submitted an action, such as approve, reject, needs correction, or delegate. The action is recorded on the pending task, and this status tells the workflow engine to wake up and process it. It does not mean the request was approved.
Trigger Event Received	A workflow-triggering event created or re-triggered the workflow instance. For a new dynamic leave request, the request is placed in the workflow queue, an instance is created with this status, and the engine then changes it to In Progress when processing begins.

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