Analyzing SharePoint Workflows
The Workflow Analysis provides the following information about workflows in your SharePoint farm:
·a summary of all workflows defined for a site collection
·each list and library with which a workflow is associated
·optionally, detail about each workflow instance, including item name, workflow state, time started, last modified date, and last modified by.
NOTE: This analysis only includes workflows that have been defined within SharePoint or SharePoint Designer. Workflows created by other methods (for example, using Visual Studio Designer or third-party tools) will not be included in the analysis.
To generate a Workflow Analysis:
1Select the object(s) whose workflows you want to analyze.
2Choose Change Management > Workflow Analysis.
3If you want to limit results to specific lists, specify the appropriate parameters. Use the information in the following table for guidance.
|
If you want to limit results to ... |
Then ... |
|---|---|
|
workflows in specific types of lists |
select one or more List Types. By default, analysis results include all list types. |
|
lists whose name contains a specific text string |
complete the List Name Contains field. |
4If you want analysis results to include each instance of a workflow that has been associated with a document or list item:
a)Check the Show instances box.
NOTE: If you check this box, ControlPoint must iterate through all list items. Depending on the scope of your analysis and the number of items within that scope, processing time may increase noticeably.
b)If you want to further filter your results, specify the appropriate parameters. Use the information in the following table for guidance.
|
If you want to show only instances ... |
Then ... |
|
that are currently in a specific state |
select one or more values from the Limit by State list box. |
|
containing tasks assigned to one or more specific users |
for Limit by users with tasks, select the user(s) whose workflow instances you want to analyze. |
|
that were started after a particular date |
specify a Start date after. |
|
that ended before a particular date |
specify an End date before. |
|
that have been running foror were completed withinmore than a specified number of days |
enter a value for Limit by duration > (days). |
|
that have been inactive for a specified number of days |
enter a value for Limit by inactivity for > (days). |
Now you can:
·run the operation immediately (by clicking the [Run Now] button)
OR
·schedule the operation to run at a later time or on a recurring basis.
OR
·save the operation as XML Instructions that can be run at a later time.
The top level of results show all of the site collections within the scope of your analysis where workflows have been defined, followed by a list of all sites for which workflows have been enabled.
When a site collection is expanded, a summary of workflows that are defined for each site collection displays.
NOTE: This information will be reported only if workflows are enabled on at least one site within the collection.
When a site is expanded, all of the lists with which workflows have been associated display.
If you chose to Show Instances, the following additional detail displays for each workflow instance:
·the Item with which the instance is associated
·the name of the Workflow instance and the workflow Template on which it is based
·the user the workflow instance was Created By
·a link to the Workflow History and Task List for the workflow instance (if applicable)
·the date when the workflow instance was Started and Last Run
·the workflow instance's current State as well as the instance's duration (in days) and number of days it has been inactive.