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Daily Operations and Monitoring

Procedures for daily operational checks, monitoring errored workflows, and handling common incidents.

Morning Daily Check

  1. Log into Management Studio PrtyLive: https://mobile.lincolnshirehp.com/ManagementStudioPrtyLive/home
  2. Navigate to Workflows → Search Instances
  3. Set filter radio button to Value Search
  4. Tick Errored checkbox only (untick all others)
  5. Click Search Instances
  6. For each errored instance: click Retry
  7. If retry fails repeatedly, raise a service desk ticket to Business Systems

Checking Workflow Errors via SQL

-- Live environment errors
SELECT * FROM [1stTouch_PrtyLive].[LHP].[vw_Workflow_Errors]
ORDER BY ErrorDate DESC

-- Dev workflow instances (recent)
SELECT TOP 50 * FROM [Versaa_PrtyDev].[LHP].[vw_Workflow] ORDER BY 1 DESC

SSRS Monitoring Reports

Report URL
Versaa Pending Events on Completed Orders http://aareon-sql01.lincolnshirehp.local/reports/report/LHP%20Reports/Live/System/Versaa%20Pending%20Events%20on%20Completed%20Orders
Versaa Errored Instances http://aareon-sql01.lincolnshirehp.local/reports/report/LHP%20Reports/Live/System/Versaa%20Errored%20Instances

Quarantined Tasks

Quarantined tasks block users from completing work. Common after daylight savings time transitions.

  1. Management Studio → Tasks → Quarantined Tasks
  2. Search for affected records
  3. Handle (release or discard) quarantined records manually

Common Workflow Errors

Error Message Cause Resolution
Schedule Complete Handler - Locked Database lock / deadlock Retry via Management Studio
Schedule Complete Handler - Deadlock DB deadlock victim Transitory — auto-retries; retry manually if persists
ClientVisitBasicLoadTenant - Unexpected Database error DB connection issue Retry workflow instance
Order Appointment - Pending Retry Workflow step failed Retry; if persistent escalate
Order Appointment - Cannot find User QL_QL User ID missing from form data Verify QL User ID field is populated
Questionnaire Wait for Contact Timeout waiting for response Check contact data is valid
Client Completion Completion processing failed Check Data Warehouse table exists
Generic Task Completion - Unexpected Token XML parsing error Validate form XML structure
Asbestos Survey Load Data - Value cannot be Null NULL in required field Check form data completeness
Disk I/O Errors Server storage performance issue Monitor server disk space; contact IT

Workflow Error XPath Check (CRM Gateway)

The Generic Task Completion workflow gateway validates all 5 CRM items before processing. This XPath must evaluate to true for the workflow to pass the gateway:

boolean(//Task[not(ancestor::Task)]/DataItems/DataItem[@name='QL_Client No']) 
and boolean(//Task[not(ancestor::Task)]/DataItems/DataItem[@name='QL_Property ID']) 
and boolean(//Task[not(ancestor::Task)]/DataItems/DataItem[@name='QL_Tenancy Sequence No']) 
and boolean(//Task[not(ancestor::Task)]/DataItems/DataItem[@name='QL_Start Form']) 
and boolean(//Task[not(ancestor::Task)]/DataItems/DataItem[@name='QL_QL User ID']/text()[1])

If any of these five items are missing, the workflow routes to "Request Contacts" instead of processing. Check that all five are present in the form's DataItems.

Diary Appointment Error — "Cannot complete diary appointment"

This error occurs when a workflow tries to complete a diary appointment that no longer exists or is in an inconsistent state. Steps:

  1. Check the workflow error detail in Search Instances for the specific appointment/order reference
  2. Query hpm1stoa for the order to check its current status
  3. If the appointment is already completed in QL but the workflow doesn't know, force-retry or manually close the workflow instance

Removing an Appointment from a User's Device

If an appointment is stuck on a device and needs to be removed:

  1. In Management Studio, find the workflow instance for that appointment
  2. Check the task status — if it's in an intermediate state, manually advance or cancel it
  3. The appointment should disappear from the device once the workflow is resolved