Run & Instance Management

The Run section provides complete visibility and control over all process instances across your environments (Test, UAT, Prod). From high-level monitoring to detailed instance management, you can track execution status, debug issues, and manage instance lifecycles in real-time.

This comprehensive monitoring system integrates with user management, role management, mail notifications, and system logs to provide complete operational oversight.

To access it: Go to Monitoring > Run from the top navigation menu.

1. Instance Monitoring Dashboard​

Statistics Overview​

The main dashboard provides instant insights into your process execution:

• Process & Instance Counts: Total number of processes and launched instances
• Status Distribution: Visual breakdown of instances by status:
  • Running: Currently active and executing steps
  • End: Successfully completed instances
  • Error: Failed instances requiring attention

Each status card shows both absolute numbers and percentage distribution with progress indicators.

Interactive Filtering​

Click on any status card to automatically filter the instance list by that status.

2. Instance List & Filtering​

Filter Controls​

• Status Filter: Select from dropdown (All, Running, End, Error)
• Environment Filter: Switch between Test, UAT, and Prod environments using color-coded buttons matching your deployment strategy:
  • Test: Yellow indicator
  • UAT: Blue indicator
  • Prod: Green indicator

Instance Table​

Each instance row displays:

• Index: Sequential numbering
• Name: Instance identifier
• Created At: Launch date and time
• Project: Associated project with color-coded tag
• Process: Process name with tag
• Status: Current execution status with color coding

Navigation Actions​

Click on table rows to navigate:

• Project column: Opens project builder in new tab
• Process column: Opens process builder with specific process
• Other columns: Opens instance details interface

3. Error Notification Configuration​

Configure automated alerts for process failures to integrate with your mail management system:

Setup Process​

1. Click the notification icon in the right panel
2. Configure notification channels:
   • Projects: Select which projects to monitor
   • Email Notification: Add recipient email addresses using configured mail providers
   • Slack Web Hook: Configure Slack integration
   • Google Chat Hook: Set up Google Chat notifications
   • MS Teams Web Hook: Configure Microsoft Teams alerts

Benefits​

• Stay informed about recurrent failures
• Reduce response time to critical issues
• Customize notification scope per project

3.1 Setting Up Webhook Integrations​

Slack Webhook Setup​

1. Create a Slack App:
   • Go to https://api.slack.com/apps
   • Click "Create New App" → "From scratch"
   • Enter app name (e.g., "SoftyFlow Notifications") and select your workspace

2. Enable Incoming Webhooks:
   • In your app settings, go to "Incoming Webhooks"
   • Toggle "Activate Incoming Webhooks" to On
   • Click "Add New Webhook to Workspace"

3. Configure Channel:
   • Select the channel where notifications should be sent
   • Click "Allow" to authorize the webhook

4. Copy Webhook URL:
   • Copy the generated webhook URL (format: https://hooks.slack.com/services/T00000000/B00000000/XXXXXXXXXXXXXXXXXXXXXXXX)

Example Slack Webhook URL format:

https://hooks.slack.com/services/T1234567890/B1234567890/abcdefghijklmnopqrstuvwx

Google Chat Webhook Setup​

1. Open Google Chat:
   • Navigate to the Google Chat space where you want notifications
   • If you don't have a space, create one by clicking "+ Create space"

2. Configure Webhooks:
   • In the chat space, click on the space name at the top
   • Select "Apps & integrations"

• Click "Add webhooks"

3. Create Webhook:
   • Enter webhook name (e.g., "SoftyFlow Alerts")
   • Optionally add an avatar URL for the webhook
   • Click "Save"

4. Copy Webhook URL:
   • Copy the generated webhook URL (format: https://chat.googleapis.com/v1/spaces/XXXXXXX/messages?key=YYYYYYY&token=ZZZZZZZ)

• Paste this URL in the "Google Chat Hook" field in SoftyFlow

Example Google Chat Webhook URL format:

https://chat.googleapis.com/v1/spaces/AAAABbbbCCCc/messages?key=AIzaSyDdI0hCZtE6vySjMm-WEfRq3CPzqKqqsHI&token=abcdefghijklmnopqrstuvwxyz123456789

Microsoft Teams Webhook Setup​

1. Open Microsoft Teams:
   • Navigate to the Teams channel where you want notifications
   • If you don't have a channel, create one or use an existing team

2. Add Incoming Webhook Connector:
   • Click on the "..." (more options) next to your channel name
   • Select "Connectors"
   • Search for "Incoming Webhook" and click "Configure"

3. Configure Webhook:
   • Enter a name for the webhook (e.g., "SoftyFlow Process Alerts")
   • Optionally upload an image for the webhook
   • Click "Create"

4. Copy Webhook URL:
   • Copy the generated webhook URL (format: https://[tenant].webhook.office.com/webhookb2/[GUID]@[GUID]/IncomingWebhook/[GUID]/[GUID])

• Click "Done"
• Paste this URL in the "MS Teams Web Hook" field in SoftyFlow

Example MS Teams Webhook URL format:

https://yourtenant.webhook.office.com/webhookb2/12345678-1234-1234-1234-123456789012@12345678-1234-1234-1234-123456789012/IncomingWebhook/abcdefgh12345678/87654321-4321-4321-4321-210987654321

3.2 Webhook Security Best Practices​

• URL Protection: Keep webhook URLs secure and don't share them publicly
• Regular Rotation: Periodically regenerate webhook URLs for security
• Team Access: Only provide webhook configuration access to authorized team members
• Testing: Test webhook configurations before deploying to production

3.3 Notification Message Format​

SoftyFlow sends structured notifications containing:

• Instance Name: Failed process instance identifier
• Error Type: Classification of the error
• Timestamp: When the error occurred
• Project Information: Associated project details
• Direct Links: Quick access to instance details for troubleshooting

3.4 Troubleshooting Webhook Issues​

Common Issues:

• Invalid URL: Ensure the webhook URL is copied correctly without extra characters
• Expired Webhooks: Some platforms may expire webhooks after inactivity
• Permission Issues: Verify the webhook has proper permissions to post messages
• Network Restrictions: Check if your organization's firewall allows outbound webhook connections

Testing Webhooks:

1. Save your webhook configuration in SoftyFlow
2. Manually trigger a test notification or wait for a process error
3. Check the configured channel/space for the notification message
4. If messages don't appear, verify the webhook URL and permissions

4. Performance Handling​

Timeout Management​

For large datasets that may take time to load:

• Automatic timeout detection
• Option to "Load Anyway" for comprehensive data
• Prevents browser freezing on large instance sets

5. Instance Details Management​

Click on any instance to access comprehensive management tools across multiple views:

5.1 Schema View - Process Visualization​

Visual Process Tracking

• Interactive BPMN diagram showing process flow
• Real-time activity status highlighting:
  • Running: Orange with animated dashed border
  • Completed: Green with solid highlighting
  • Error: Red with error animation
  • Default: Gray standard appearance

Instance Lifecycle Controls

• Switch Version: Update instance to different process version
• Revive: Resume paused instances from specific activities
• View Instance: Display the web interface associated with the open instance
• Edit Process: Open the process associated with the open instance
• Errors: Display the errors
• End Instance: Manually terminate execution (affects all related tasks)
• Save: Persist current instance state

Activity Management

• Click any BPMN element to view detailed information
• Add new activities to running instances
• Edit activity status and properties
• Handle parallel gateway flows and branch variables

5.2 Variables Management​

Variable Operations

• View: Display all process variables with their current values
• Edit: Modify variable values inline or with JSON editor
• Add: Create new variables with type specification (string, number, array, json)
• Delete: Remove variables with confirmation

Variable Types Support

• String values: Direct text input
• Boolean values: Checkbox interface
• Date values: Date picker
• Numeric values: Number input with validation
• Objects/Arrays: Advanced JSON editor with syntax highlighting

Variable Categorization

• Master Variables: Main process variables
• Branch Variables: Parallel gateway branch-specific variables
• Duration Variables: Automatically calculated timing metrics

5.3 Measures Management​

Performance Metrics

• View calculated KPIs and performance indicators configured in process design
• Edit measure values for recalculation scenarios
• Add custom measures with specific values
• Track SLA compliance and duration metrics

Operations

• Inline editing for simple measure types
• JSON editor for complex measure objects
• Real-time value updates

5.4 Tasks Management​

Task Oversight

• Task List: View all user and system tasks
• Task Properties:
  • Name and creation timestamp
  • Current status (Running, End, Error)
  • Assigned users and groups

Task Operations

• Edit: Modify task assignments (users and groups)
• View: Open task interface in new tab
• Delete: Remove tasks with confirmation
• Update Status: Change task execution state

Assignment Management

• Multi-select user assignment with search
• Group assignment with visual group management
• Dynamic user/group loading for large organizations

5.5 Sub-processes Management​

Child Instance Tracking

• View all spawned sub-process instances
• Track sub-process status and relationships
• Navigate to child instance details
• Monitor parallel execution flows

Sub-process Information

• Step ID and Activity ID mapping
• Status inheritance from parent process
• Direct access to child instance management

5.6 Comprehensive Audit Logs​

Log Categories

• Process Actions: START_PROCESS, RESUME_INSTANCE
• Instance Updates: UPDATE_INSTANCE, UPDATE_INSTANCE_MEASURES, UPDATE_INSTANCE_ACTIVITIES
• Task Operations: VALIDATE_TASK, UPDATE_TASK, DELETE_TASK
• Interface Access: OPEN_INTERFACE tracking

Log Features

• Advanced Filtering:
  • User-based filtering with search
  • Date range selection
  • Action type filtering
  • Details text search
• Detailed Information: Full object information for each log entry
• Pagination: Efficient navigation through large log sets

Log Analysis

• User activity tracking
• Timestamp-based analysis
• Action pattern identification
• Debugging support with full context

6. Advanced Instance Operations​

Version Management​

• Current Version Display: Shows active process version

• Version Switching: Update instances to newer process versions

• Version History: Access to all available versions per environment

Error Handling & Recovery​

• Error Visualization: Failed activities highlighted in red
• Error Details: Comprehensive error information with stack traces

• Recovery Options: Multiple paths to resolve instance issues

• Manual Intervention: Direct control over stuck processes

Activity Flow Control​

• Manual Activity Addition: Add missing activities to running instances
• Parallel Gateway Handling: Proper branch variable management
• Flow Resumption: Resume from specific activities
• Status Override: Manual status changes for recovery scenarios

7. Instance Lifecycle States​

8. Performance Features​

Efficient Data Loading​

• Progressive Loading: Load data as needed to maintain responsiveness
• Timeout Protection: Prevent browser freezing on large datasets
• Background Operations: Non-blocking operations for better user experience

Real-time Updates​

• Status Synchronization: Real-time status updates across all views
• Activity Highlighting: Immediate visual feedback on process changes
• Log Streaming: Live log updates for active monitoring

This comprehensive Run & Instance Management system provides complete control over your process execution environment, from high-level monitoring to granular instance manipulation, ensuring efficient process operations and rapid issue resolution.

Run & Instance Integration​

Development Integration​

Run management integrates with development workflows:

• Project Setup: Monitor projects and their process executions
• Web Interface Design: Track interface usage and user interactions within processes
• Process Design: Monitor and debug process execution in real-time
• Database Integration: Track database operations within process flows
• Integration: Monitor external API calls and system integrations during process execution
• Reporting: Generate reports on process performance and execution patterns
• Test & Deploy: Monitor processes across different environments
• Monitor & Run: Coordinate with development monitoring tools

Administration Integration​

Run management works with all administrative features:

• User Management: Track which users are executing processes and assign tasks
• Role Management: Monitor role-based task assignments and process access
• Authentication: Ensure secure access to process management features
• Settings: Use platform settings for process configuration and monitoring
• Mail Management: Send process notifications and error alerts
• Instances Monitoring: Coordinate with high-level monitoring dashboards
• System Logs: Cross-reference detailed process logs with system activity
• Home Redirection: Route users to appropriate process dashboards based on their context

Operational Excellence​

Use run management for operational optimization:

1. Process Performance: Identify bottlenecks and optimization opportunities
2. Resource Planning: Plan system resources based on process execution patterns
3. User Training: Identify areas where users need additional training or support
4. Business Intelligence: Extract business insights from process execution data

Next Steps​

Continue optimizing your process operations:

Advanced Monitoring:

• Instances Monitoring - High-level monitoring with automated alerting
• System Logs - Comprehensive audit trails and system analysis
• Settings - Configure monitoring preferences and thresholds
• Mail Management - Set up automated process notifications

Administration Optimization:

• User Management - Optimize user assignments based on process execution patterns
• Role Management - Refine role assignments based on actual process usage
• Authentication - Secure process management access
• Home Redirection - Create process-specific landing pages for different user roles

Development Enhancement:

• Project Setup - Optimize project configurations based on execution data
• Web Interface Design - Improve interfaces based on process interaction patterns
• Process Design - Optimize processes based on execution analytics
• Database Integration - Optimize database operations based on process performance
• Integration - Improve external integrations based on execution patterns
• Monitor & Run - Coordinate development and operational monitoring