Workflow Advanced Process Manager

With admin rights inside of Process Manager, you should be able to see all assigned tasks, regardless who they are assigned to, in the Workflow Task List. You do have to click "Show All" on the left-hand side of that page to show tasks other than your own. Let me know if you can see them with "Show All".

I'm trying to figure out when tasks will appear in the "Show All" view. 

For example, I created a test workflow project that simply pauses execution for 5 minutes, sends an email, and ends.  During the 5 minutes that execution is paused, shouldn't I see this task in the Show All view?  It does not appear and I'm not sure why.  I am logged on as administrator will all available privileges

What criteria does a task need in order to show up in the Show All view of Process Manager?  Does it have to be forms based?  Does the task have to be assigned to someone?  Do only certain project types show up?

If you don't have a Workflow component in the process... you won't have a task.

...you would need a Workflow project type with (as sturnbow mentioned) at least one Workflow component in the process (most commonly this will be a Dialog Workflow component), and that Dialog Workflow component would have its Task Source Type set to EnsembleTaskSource (that's what puts the task into Process Manager) and the task would be assigned to a person/group/permission in the Task Assignments section.  Once that Dialog Workflow component is executed, the task should show up in Process Manager.  If you've done all that and the tasks still aren't showing up,. we can take a closer look. 

That clears things up, I have another question about Process Manager...

Is it possible to see a graphical representation of a workflow process with the current task highlighted?  Kind of like in the debugger?

I'm looking for a big picture view where I can see what tasks an active process has already gone through, and how far it has to go until completion.

I also have questions about general workflow administration.....

So only components that have a Task Source property set to "EnsembleTaskSource" will show up in Process Manager, correct?

I notice most workflow components don't have a Task Source property.  Does that mean Process Manager is only for tracking tasks that require human intervention?

Is there a way I can see all active workflow tasks, even "business rule" workflows that can run to completion without human intervention?

I'm asking these qustions as an administrator keeping track of all workflows running in the environment.  I need to keep track of what is currently running, what is stalled, what is completed, etc...

Thank you for your responses.  I appreciate the help.

Yes, it is possible to see a graphical representation of a Workflow process with the current task highlighted.  To set things up:
 

a) On your Project's Reporting tab, checkmark Add Process Component.  The ProcessPrefix should be something meaningful, like the name of the project, since this is how the project will appear in the portal.  Now when you go back to your project, you will see a new unconnected component added named Global Logging Capture.  This will ensure that activities are getting logged into SQL.

b) If you want to make sure that every single component you execute gets recorded (which may be overkill for some projects), then edit the Global Logging Capture component settings and change Record Component Executions to True.

c) Lastly, if you don't want to "wait" until you reach an assigned task for the process to show up in portal, then start your project off with a Setup Process component, and at a minimum, give your process a name (and typically a description).  This answers your question about how to "see" projects in portal that do not require human intervention or which don't have task assignments.  Without adding this component, I believe you will only "see" a process in portal once it's reached a task assignment.

Now once you've set everything up properly, let me explain how to look at in-flight process information.  In portal, go to Workflow / Workflow Reports / Standard Reports.  On the left, you can filter the report view by date range and (if desired) by process name (or leave process name blank to see all processes at once).  Once you've set your filters, then under Disposition Reports, click Process Report. 

Next, click on the name of the process you're interested in examining further.  NOTE: If you're having trouble distinguishing one instance from another, you can go back to your Setup Process component and change the Process Name to something dynamic (you can use Merge Data here to merge a constant with some identifying variable from earlier in your process).   Next, click the magnifying glass next to the instance of the process you want to look at more closely. 

On the ensuing page, click Filter.  By checking "Component Executions" and OK on this Filters dialog, this will show all component executions (which is what item B above made sure we recorded).  Not only do we now see each component that was executed, but also exactly when it was executed.  And, if you click the little red arrow next to the most recent component execution (most recent should be at the top of the list), and then click the red link "Process Viewer", you will see the graphical diagram you are asking about, with a little blue arrow next to the step in the process where the process is currently sitting.

Two other quick notes...(1) all of the persistent data for these web views is stored in the Ensemble database in SQL.  Take a look at all of the information in the different tables in that DB...there's a ton there.  Custom reports could be written directly against this DB to extract out the data that is important to you.  (2) Also, look at the Reporting / Inline component toolbox category.  You will see there several components which interact with the type of reporting we are doing here...a really handy component is Set Process State/Status, which allows us to set the state of the process to something that will be meaningful, as well as the percent completed.

Hope this helps...

New documentation on PM will be coming out with Workflow 7.0 this summer.