After upgrading to aqp-2022.1, our training assignment approvals are getting stuck at the manager approval stage. The workflow engine shows the task as pending, but managers report they cannot see approval tasks in their queue.
I’ve checked the basic role permissions and managers are still assigned to the Training_Approver role. The XML workflow definition hasn’t been modified during the upgrade, but I’m wondering if there’s a configuration change needed.
Current workflow config shows:
<workflow name="TrainingApproval">
<state name="ManagerReview" assignee="Training_Approver"/>
<transition from="Submitted" to="ManagerReview"/>
</workflow>
This is causing significant compliance delays as we have 23 overdue training assignments that need manager sign-off. Has anyone encountered similar workflow engine issues after upgrading? What workflow configuration or role permission settings should I verify?
I had the exact same problem last month. The issue is that aqp-2022.1 introduced stricter validation for workflow participant resolution. Even though your managers have the Training_Approver role, the workflow engine now checks for active organizational assignments. Go to User Management and verify each manager has an active OU assignment with effective dates that cover the current period. We found several managers with expired OU assignments that were causing this.
I’ve seen this before with aqp-2022.1 upgrades. The workflow engine changed how it resolves role assignments. Check if your Training_Approver role has the correct participant mapping in the workflow configuration. Sometimes the upgrade doesn’t migrate custom role bindings properly.
Here’s the complete solution based on aqp-2022.1 workflow engine requirements:
Workflow Engine Configuration:
First, update your XML workflow definition to include organizational context. The new workflow engine requires explicit scope definition:
<workflow name="TrainingApproval">
<state name="ManagerReview" assignee="Training_Approver"
scope="organizational_unit"/>
<transition from="Submitted" to="ManagerReview"/>
</workflow>
Role Permissions Fix:
Navigate to Administration > Security > Role Management > Training_Approver role. Verify these settings:
- Role Type must be set to “Organizational” (not “Global”)
- Enable “Inherit from Organizational Hierarchy” checkbox
- Under Permissions tab, ensure “View Training Tasks” and “Approve Training Assignments” are both checked
Organizational Unit Validation:
For each manager stuck in the workflow:
- Go to User Management > search for manager
- Click Organizational Assignments tab
- Verify active OU assignment exists with:
- Start date before current date
- End date after current date (or blank for indefinite)
- Primary OU flag checked
- Confirm the manager’s OU matches the training assignment’s originating department
Workflow Engine Cache:
After making these changes, you must clear the workflow engine cache:
- Navigate to Administration > System Maintenance > Cache Management
- Select “Workflow Engine Cache” and click Clear
- Restart the workflow service from Services panel
Audit Trail Verification:
Once fixed, check Administration > Audit Logs > Workflow Events to confirm:
- Role resolution now succeeds for all managers
- Tasks are properly created in manager queues
- Organizational context is correctly applied
The retention rules for workflow audit data should be reviewed to ensure you can track these permission issues in the future. Set retention to at least 90 days for workflow events.
Testing:
Create a test training assignment and monitor the workflow progression through the logs. You should see “Role resolved successfully” messages instead of the previous errors.
This addresses all three focus areas: workflow engine configuration now includes proper scope, role permissions are correctly set with organizational context, and the XML workflow definition includes the required attributes for aqp-2022.1 compliance.