What's the best way to handle long running OOTB workflow instances?

Hi ​@Preston-3 

For long-running OOTB workflow instances, do NOT purge them using the Workflow Purge configuration meant for /conf custom workflows.
OOTB workflows (like Request for Activation or Request for Move Completion) are system workflows, and purging them directly can break repository consistency.

Fix the root cause and terminate stuck instances via the Workflow Console, then prevent recurrence.

Steps:

1. Identify stuck workflow instances

   • Go to:
     Tools → Workflow → Instances

   • Filter by long-running or stuck status.

2. Manually terminate stuck OOTB workflow instances

   • Select the instance

   • Click Terminate

3. Find the root cause

   • Common causes:

     • Replication agent offline

     • Dispatcher blocking activation

     • Permission issues

     • Locked DAM assets or pages

4. Fix the underlying issue

   • Once fixed, new OOTB workflows will complete normally.

5. Prevent buildup

   • Monitor via:
     /system/console/jmx/com.adobe.granite.workflow:type=WorkflowStatistics

   • Set operational alerts if queue grows.

 Do not configure Workflow Purge Scheduler for OOTB models
It is intended only for custom models under /conf.

Terminate stuck OOTB workflow instances manually in the Workflow Console and fix the underlying processing issue — do not purge OOTB workflows via the purge scheduler.

​@Preston-3 - 

Purging applies to workflow instances, not models, so long-running OOTB workflows can be handled the same way as custom ones.

Best practice:

• First analyze why instances are stuck (approvals, permissions, queues, replication, etc.).

• Use supported purge mechanisms (Workflow Maintenance or ACS Commons) to remove stale instances by age/status.

• Never delete nodes directly under /var/workflow/instances.

• Use manual termination only for exceptional cases.

When configured correctly, purging OOTB workflow instances is safe and supported.