Manage Executed Workflows lists - lifetime of entries?

[JJack]

Hi,

1) We have a ticket showing in our 'Completed' processes list, where the call shows the last timeline entry as 'The status has been set to Closed by the Business Process Engine' on 01/09/2023.
When will it disappear from this list? - I had understood this should be about 30 days.

2) Where we have a new version of a process, can I assume it is okay to deactivate the previous version, even if it still has calls showing against it, as Running, Suspended, Completed or whatever?
(I see from other posts probably not okay to delete an old process that still has calls against it, but not sure I fully understand why, as the process associated with a call is its very own version, including progress through it).

Thanks, Jill.

[Berto2002]

It would be nice to hear a definitive answer to the second question since I am scared to disable an old version of a workflow for fear of it stopping all instances of that workflow in flight (even though different versions)

[James Ainsworth]

Hi Jill,

Thanks for your post.

The entries in the Completed processes list are not cleared.  These will remain in the list unless you manually delete them.  What is cleared after 30 days are the logs that sit behind the completed process that is accessed from this button.

 

[Steve Giller]

In order to answer question 2, I'd need to understand what you mean by it.

There is only ever one Active version of an existing Workflow, by default this is the most recently Published, but you can Activate previous versions if required.

[Berto2002]

@Steve Giller maybe JJack has a different question but mine is:

In the example you showed the screenshot of, if I deactivate v10 (so we have no Active Version of that Workflow at all), will Requests with prior versions (1-9 in this case) continue to run uninterrupted? I seem to recall about 2 years ago, when I first started, I did exactly this on a Change BPM (It ran into an error publishing as it had too many versions - an issue you've since fixed) and all my inflight Change Requests with previous versions stopped working so I had to re-activate the BPM and leave it. I am after confirmation that issue was rectified.

[Jim]

I've found this to be chore so I have scripted it. I will mention this does use undocumented API's so how long it works for depends on if Hornbill make changes etc. But I had multiple thousands to remove and wasn't a fan of 20 at a time manually

also makes use of the Hornbill API Module here PowerShell Gallery | HornbillAPI 1.3.0

feel free to save yourselves a chore  bare in mind this only looks at completed processes 

 

 

processCleanupHornbill.ps1