Process Monitor

The process monitor is a service workflow that can monitor if processes fail and can release cases that are locked by inactive processes. It monitors:

  • Failed processes. For example, a process will fail if an actor has been deleted from the Active Directory, or an actor does not have appropriate access rights.
  • Unsent smarttasks in the service queue. If Microsoft Exchange is not running, smarttasks as emails will not be sent.

  • Cases that are locked by inactive processes. The process monitor service workflow can monitor if processes fail and release cases that are locked by the SJPROCESSUSER even though the process is no longer active. In such situations, the process monitor removes the write access codes from the case and thereby also from the documents that are connected to the cases and inherit the write access code. This makes it possible to work with the case and its documents in WorkZone again.

In each case, an email is sent to the process owner to inform about the process that has failed. The email contains a link to the process in the Processes overview and the process ID. The process owner can send the information to the organization's WorkZone administrator for further investigation. The WorkZone administrator should then check the workflow log or the service queue for more information. See Process logging in the WorkZone Operations Guide.

Create a Process monitor service workflow

  1. Open WorkZone Configurator.
  2. Go to Process > Service workflows.
  3. In the bottom right corner of the page, click Create.
  4. Select the Process monitoring or the Cloud Process monitoring service workflow depending on whether your organization uses Exchange On-Premises or Exchange Online.
  5. Enter a name and description, and then click Create.

See Service workflows in the WorkZone Configurator Administrator Guide.

Configure a Process monitoring service workflow

  1. Open WorkZone Configurator.
  2. Click Process > Service workflows.
  3. Point to the Process monitoring service workflow that you just created, and click Edit parameters to configure the service workflow.
  4. Enter values for the parameters.

The Exchange configurations depend on whether your organization uses Exchange On-Premises or Exchange Online.

On-premises

Name Description Sample values
ExchangeUrl The URL of the Exchange web service. https://<host>/EWS/Exchange.asmx.
ExchangeDomain The domain for the Exchange user.  
ExchangeUser Login for the Exchange user. This user must have access to the Exchange mailbox. The user must be a WorkZone user and the name must be in uppercase. The user that you have set up as the smarttask sender during configuration of WorkZone Process.
ExchangePassword The password for the Exchange user.  

Online

Name Description Sample values
ExchangeOAuthClientId The OAuth2 Client ID that is used to access the mailbox in Exchange Online.  
ExchangeOAuthTenantId The OAuth2 Tenant ID used to access the mailbox in Exchange Online.  

ExchangePassword

The password of the Exchange user that is used in the public client flow also named Resource Owner Password Credentials (ROPC ) flow.

It is recommended to choose between setting this parameter and the ExchangeOAuthClientSecret parameter. If you fill in both, the ExchangeOAuthClientSecret parameter will be prioritized over the ExchangePassword parameter.

  

ExchangeOAuthClientSecret

The OAuth2 Client secret used to access the mailbox in Exchange Online. If set, the client credentials flow is used.

It is recommended to choose between setting this parameter and the ExchangePassword parameter. If you fill in both, the ExchangeOAuthClientSecret parameter will be prioritized over the ExchangePassword parameter.

  
Note:

The public client flow (ROPC) with the ExchangePassword parameter is less complex to set up, but it allows logging in without multi-factor authentication to the application in Entra ID, so it may decrease the security level for organizations that use multi-factor authentication to Entra ID.

The client credential flow with ExchangeOAuthClientSecret parameter is better suited for service accounts such as the service accounts that the Mailbox monitoring workflow monitors, but is complex to set up correctly because it requires a second application registration in the Entra ID with the access scoped only to a group of service users.

Other parameters

The parameters below are common to both the Process monitoring and the Cloud Process monitoring service workflows.

Name Description Sample values
ExchangeMailBox The email address of the Exchange user mailbox.  
WatchInterval Defines how often the workflow should check for failed processes. 300 seconds.
DefaultReceiver The email address of a person who will receive the email in case the process owner does not have an email address.