Workflow activity

Administration → Workflow activity shows every request currently held by an approval workflow — and, above all, the ones that have stopped — so an administrator sees what is blocked before the person waiting on it complains. It is a monitor: nothing here changes a workflow or decides a request.

The workflow activity screen with the Needs attention tab

Who can use this screen

Seeing every request in the organisation takes View rules and their evaluations — System Administrator, Maintenance Administrator, Auditor and Executive by default. Anyone without it sees You may not read this. See roles.

The figures in the header

Only the figures that are above zero are shown.

Figure	What it counts
running	Requests waiting on at least one step
failed	Requests that were approved but could not be carried out
nobody can clear	Requests waiting on a step whose approvers resolve to nobody eligible
overdue	Requests with a step past its deadline
escalated	Requests where somebody senior has already been brought in
reminded	Requests whose approver has already been nudged
longest wait	How long the oldest waiting request has been waiting

The list shows the 300 oldest requests. When there are more, the screen says so; the figures above always cover all of them.

Needs attention

The first tab lists only what needs somebody to act. Nothing has stopped — no failed replays, no step past its deadline, and nothing waiting on somebody who cannot clear it means all is well.

Headline	What it means	What to do
Approved, but it could not be carried out	Every approver signed, then the action was refused when the product came to perform it — a budget no longer covered it, a record had moved, or a permission had gone. The refusal’s own message is shown. Nothing was written	Raise the request again. Retrying would fail the same way
Nobody can clear this	The step’s approvers resolve to no eligible person — the named role or user may have gone, or the only candidate is the person who asked	Change the chain on Approval workflows, or withdraw the request. It will otherwise wait indefinitely
N step(s) past the deadline	A step has sat longer than its escalation allows. The detail says whether somebody senior has already been brought in, or that no escalation is configured on the step so it will keep waiting	Chase the approver, or add an escalation to the step
Approved — being carried out	Signed off; the product performs the action within a minute	Nothing, unless it is still here after five minutes — then the background job has stopped. Check Operations

Running

The second tab lists every request currently waiting, healthy or not, headed Waiting on … with N of M steps outstanding. Nothing is held means every write is going straight through.

What each row shows

Part	What it shows
Title	The record’s summary, such as a purchase request number and description
Pills	escalated and reminded where they apply, and the request’s status
Time	How long it has been waiting
Asked by	Who raised the request
Raised	When
Workflow	The workflow holding it
Where	The site the record is at, or Not at a site

The decision itself is made on Approvals, by whoever the waiting step names.

Setting up

Configuration

Who can use this screen

The figures in the header

Needs attention

Running

What each row shows

​Who can use this screen

​The figures in the header

​Needs attention

​Running

​What each row shows

Who can use this screen

The figures in the header

Needs attention

Running

What each row shows