Monitoring Smartflow
The Smartflow Monitoring Portal provides an overview of the current status of the backend systems and scheduled tasks. The portal provides real-time information on activities like generation of documents, sending of emails, execution of flow instances etc.
Monitoring Smartflow systems allows administrators to detect issues or delays in the business processes.
Queues
A queue is a line of tasks waiting to be processed when users request a server side activity, for instance sending an email or generating PDF document for one or more forms. These server activities' progress can be found in queue. Items in the queue are processed in a sequence, with the first item added to the queue being processed first (first-in-first-out order).
These following queues are visible for the people who are in the user groups that can monitor Smartflow queues:
Email queue
Document generation queue
Push notifications queue
Flow instances queue
Email queue
Displays information about all operational emails to be sent to users.
You can use filters to also view emails that were already sent or could not be sent due to an error.
Filters available:
Date range
Sender email
Recipient email
Subject of the email
Status of the request
Information displayed:
Timestamp when the request was generated by the system
Sender name and email address
Recipients (primary recipients, recipients of the carbon copy, recipients of the blind carbon copy)
Subject of the email
Message content
Status of the request
To be sent (item waiting in the queue)
Ready to send (next item in line of execution)
In progress (email being sent to the mail server)
Sent (email sent successfully)
Not sent (email could not be sent due to a permanent error; no retry attempt will be made)
Retry in progress (another attempt being made to send the email that failed in earlier attempts)
Canceled (retry limit reached; no further attempts will be made to send the email)
Timestamp when the email was sent out (if the message was sent out successfully)
Number of retries to send the email (if the email could not be sent in its first attempt)
Attachments sent with the email
The email attachments can be downloaded from the monitoring portal.
Additional notes:
Reasons why an email may fail:
One or more recipients is invalid
One or more placeholders defined in the email template cannot be resolved
Mail server is down throughout the retry duration
If the mail server is down, the email is retried 3 times within an hour. If the email still cannot be sent, then it is marked as “Canceled”.
Document generation queue
Displays information about all documents to be generated for forms.
You can use filters to also view documents that were already generated or could not be generated due to an error.
Filters available:
Date range
Name of the generated document
Type of the document
Type of request
Status of the request
Information displayed:
Timestamp when the request was generated by the system
Name of the generated document
Name of the zip archive (if the request contained multiple documents to be generated)
Type of the document
PDF (standard print of the form)
RDL (a custom report generated from the form)
XML dump of form data
Type of request
DOWNLOAD (the document is requested as a download file)
EMAIL (the document is meant to be sent as an attachment with an email)
Status of the request
In queue (item waiting in the queue)
In progress (document being generated)
Error (document could not be generated due to an error)
Completed (document generated successfully)
The individual documents or document archives can be downloaded from the monitoring portal.
Additional notes:
If a document fails to be created in the first attempt, then is re-tried up to 6 times in increasing interval over next 48 hours.
Push notifications queue
Displays information about all operational push notifications sent to user devices.
You can use filters to also view push notifications that were already sent.
Filters available:
Date range
Message
Mobile device platform
Information displayed:
Timestamp when the request was generated by the system
Message content
Recipients
Mobile device platform the notification was sent to
Android
iOS
Windows
Timestamp when the notification was sent out (if the notification was sent out successfully)
The message content contains:
Push type (indicates how the notification should be sent to the device).
Normal (notification is shown to the user in the navigation bar of the device)
Silent - (notification is not shown to the user in the device)
Silent notifications are captured by the mobile apps and processed quietly without interfering with the user’s actions. They are usually sent to update data in the mobile devices.
Alert type (adds more control on how to handle the notifications received in the device)
show (show the notification in the navigation bar of the device, e.g. override default behavior of a silent notification)
hidden (hide the notification from the user)
confirm (show the notification in a confirmation box to the user, where further action is done based on the user’s choice in the confirmation box)
Message text
Flows queue
Displays information about all incomplete flow instances in the system.
You can use filters to also view flow instances that were already complete or could not complete due to an error.
Filters available:
Date range
Name of the process flow
Unique identifier of the form for which the flow is executed
Name of the form template that the form belongs to
Status of the flow instance
Information displayed:
Timestamp when the flow was initiated
Name of the process flow
Unique identifier of the form for which the flow is executed
Name of the form template that the form belongs to
Status of the flow instance
In progress (the flow is initiated)
Waiting for condition (the flow is waiting for a condition to be met for the next step to be executed)
Completed (the flow was completed successfully)
Canceled (the flow was canceled by a user)
Error (the flow could not be completed due to an error in one of the steps)
Users can cancel a flow instance if the current status is “in progress”, “waiting for condition” or “error”. Users can retry a flow instance if the current status is “canceled”, “waiting for condition” or “error”.
Logs
Displays logs written by different processes (modules) in the system.
Filters available:
Date range
Name of the process
Severity
Information displayed:
Timestamp when the log was recorded
Name of the process
Severity (Debug, Info or Error)
Message