Introduction
The App Instance tab allows system admins and application admins to track and manage app instances, which are saved or submitted instances of an app. You can also manage and view the workflow statuses of your app instances.
This article covers:
- Navigating to the App Instance tab.
- Viewing app instances.
- Refreshing form definitions.
- Managing and viewing workflow statuses.
- Resources for further learning.
Tip: Explore other ways administrators can configure and customize apps here.
Navigation
Follow the instructions below to go to the App Instance tab.
1. Go to Administrator and select an application.
2. Expand Apps and go to an app.
3. Go to App Instance.
You will land on this page:
View app instances
Upon reaching the tab, you will see a list of all the app instances of a given app. The column values provide key information about each app instance.
| Column | Description |
|---|---|
| Status | The current status of the app instance. |
| Owner | The name of the user who started and saved the app instance. |
| App Instance | The name of the app instance. |
| The email of the owner of the app instance. | |
| Date | The date of the last workflow action. |
| Time | The time of the last workflow action. |
| Workflow | The progress of the app instance through its approval chain. |
Manage app instances
The App Instance tab offers the following actions to keep lists of app instances current and organized.
Refresh
Refreshes the app instance list to reflect the latest on your server.
Remove
Removes the selected app instance(s) from your list.
Sort
Allows you to sort the app instances by columns and configure the sort order.
Show not started
Shows the app instances that have not been started. This is useful when an administrator wants to find out the contributors who have not gotten started and send them an email notification.
Opens the Mail app for you to compose and send an email to the owner and workflow members of the selected app instance.
Refresh form definitions
An app instance captures the latest form definitions when it is initially saved. If changes are made to a form in the Modeler after the initial save, they will not be reflected in the existing app instances. Administrators need to refresh form definitions in existing app instances so that app users can view the latest changes made to forms in the Modeler.
The App Instance tab offers the following action to refresh form definitions in app instances.
Update Forms
Updates the definition of all forms in the selected app instance(s) to align with the latest Modeler definition.
Manage and view workflow statuses
Note: Workflows are available only for apps set to the Advanced workflow type, which you can change in the Configuration tab.
The App Instance tab offers the following actions to manage and view workflow statuses to ensure progress is being made.
Reset Workflow
Resets the workflow status to Started.
Administrators can completely reset advanced workflows that are in progress or even finished. After the reset, existing app instances will then use the latest approval chain definition (i.e. approval levels and approvers) and bring the workflow back to its initial state.
Note: Resetting a workflow does not undo any posted values. Any posted or submitted values are recorded in the Kepion database.
Approver
Shows only the app instances that have the selected approver in their workflow.