Monitor Worklists from the K2 Workspace

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I was recently asked if one can determine whether a specific person has a specific process instance in his/her worklist. The answer is yes — an administrator can do this from the K2 Workspace if some attributes about the process instance are known.

An administrator – that is, someone with access to the Management Console within the K2 Workspace – can easily determine who has a specific process instance in their worklist by following these steps:

  1. Log into the K2 Workspace using a supported version of Internet Explorer (pretty much anything higher than IE8)

  2. In the top navigation, hover over Management and click on Management Console

  3. In the left-hand navigation, expand the root node (which should be the name or IP of the server, plus the port)

  4. Expand the Workflow Server node

  5. Click WorkLists

  6. In the main region of the browser window, you’ll see a table of data with the following columns: Process Full Name (the full name of the process, in projectprocess format); Activity Name (the name of the activity in which the process instance is located); Event Name (the name of the event in which the process instance is located); Folio (the name of the process instance); Destination (the destination role or group assigned to the activity. This column is important later); Worklist Date (the date the process instance arrived in that activity); and Status  (whether the process instance is currently available to be worked or is allocated to a specific user). You should also see a pair of controls to the left of the Process Full Name column. We’ll touch on those in a moment.

  7. Above the main region is a toolbar. Use the Quick Search to specify the process instance you need. Consider setting the dropdown value to Folio and entering some part of the folio in the textbox.  Tabbing out of the textbox is sufficient to trigger the search.

  8. Any results from your search will be returned in the table. Notice each result appears with a checkbox at far left, followed by a node symbol. Click the node symbol on the result you wish to examine to view the process instance by destination user.

In other words, the search result will appear repeated EXCEPT for the data in the Destination column — that value will now be every recipient in the group or role assigned as the destination. In this expanded view, the screen is now showing you every user for whom this process instance should appear in the worklist.