Archived instances available in application reports and BPS sources

Applies to version: 2020.1.x and above; author: Franciszek Sakławski

In WEBCON BPS 2020 a new functionality of reporting archived instances has been added. In the report configuration of WEBCON BPS Portal and BPS internal view type source, the option to indicate an archived database as a source for the report has been added.

Information about the archiving mechanism can be found at Archiving workflow instances.

To create an instances report in WEBCON BPS Designer Studio, go to the “Presentation” node -> “Reports” of the selected application.

Fig. 1. WEBCON BPS Designer Studio – presentation

Then click the “New report” button.

Fig. 2. WEBCON BPS Designer Studio – main view of report configuration

In the “General” tab enter the report name and go to the “Configuration” tab. In the “Process” section you can select whether the report will contain instances from all processes, selected processes or will contain only archived instances. Select the process to be reported from the list.

Fig. 3. WEBCON BPS Designer Studio – data source configuration

The “All” or “Selected” options refer to instances from the content database while the “Archived” option refers to instances from the archive database.

In the “Columns” tab select the columns that will be displayed on the report.

Fig. 4. WEBCON BPS Designer Studio – column view configuration on the report

After selecting the columns, save the changes by clicking “Save”.

With the report configured in this way, you can now go see it on WEBCON BPS Portal in the web browser.

Fig. 5. The report of archived instances

Both global and process business administrators have access on the administrative level to all archived instances of the workflow (instances of the archive database). In addition, from the WEBCON BPS Designer Studio level you can define people who should have Administrator access to all archived instances.

Fig. 6. Process privileges.

People with Administrator privileges can grant the privileges to a specific archived workflow instance. To do this, open the selected instance in administration mode and then grant the appropriate privileges (Read only, Administrator) by clicking the “Administration actions -> Privileges” button.

Fig. 7. Adding privileges via form

To add Custom privileges of report visibility, in the configuration window in the “User privileges” -> “Report visibility” section, select the users or groups that you want to be able to view the report.

Fig. 8. Report configuration window

The above functionality gives the opportunity to view the report itself. However, if a user does not have the privilege to any of the archived instances, an empty report will be displayed.