Question

Can't find instance of workflow running on document

Workflow Forms Laserfiche

Updated September 23

asked on September 22

I'm trying to research a document. When I look in Forms at a report of instances run I can find the completed form.

The document saved successfully in the repository and I can find it when searching by the Entry ID. I can see that the workflow ran on it and completed.

But when I search in Workflow to see all of the processes for Entry ID 4864726, the search results are empty.

What am I missing? What is preventing me from seeing the process history of this document in Workflow? These steps work for other documents, but not this one.

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Answer

SELECTED ANSWER

replied on September 23

Based on the Laserfiche Cloud Service Limits page completed workflow instance data will not be available after 30 days from completion of the instance.

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replied on September 23

Well...I think I figured it out. @████████, you got me started in the right direction. There is a configuration for on prem, too, that defines how long to keep instance data for completed workflows. It is located in the workflow admin console under Advanced Server Options->Search instance lifetime. It was set to 30 days, which in my opinion is way to short.

When I looked at all the activity on 8/7 it was very odd that there were only two workflow instances showing. Average for us is about 8k per day. So I started looking at more days. They all just had a handful of workflows showing. Then I noticed that they were all waiting on a user action to continue. When I got to 8/24 I saw a full list of workflow instances. It appears that the default setting for on prem is also 30 days.

We've only been on ver12 for about 4 months, but that would have been good to know about 4 months ago when we converted.

Thanks to @████████ and @████████for starting me down the right paths!

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replied on September 23

The default retention for completed workflows for self-hosted Workflow has always been 30 days, this is not a new setting for v12.

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replied on September 23

I'm just going to assume then someone before I started doing this here in version 9, probably unchecked the box to delete workflow instance data. I have a feeling that configuration must have rolled forward in conversions. It is not uncommon for me to have to research a docs journey through LF using the workflow instances.

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replied on September 23

My bad...I should have been clearer, I'm on premise, version 12.

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replied on September 23

Search WF for all that ran on 8/7 (per your pic above). Then sort it on start time and manually look for all the WF's that ran at 7:39 PM (per pic above). See what you can find there. If you find it, see if that entry id appears on the 'Entries' tab on the run WF. Good luck!

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Can't find instance of workflow running on document

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