DocumentationExperience Cloud KCS

AEM as a Cloud Service: Workflow instances remain in Running state after completion

Last update: October 22, 2026

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This article explains why workflow instances for a custom asset validation workflow in Adobe Experience Manager (AEM) as a Cloud Service may remain in the Running state after successful completion, and provides steps to resolve the issue.

Description description

Environment

  • Adobe Experience Manager as a Cloud Service (all versions)

Symptoms

  • Workflow completes successfully; application logs and workflow history show WorkflowCompleted and Status = Completed.
  • Workflow instance remains listed under Running workflow instances.
  • Asset continues to display the In Workflow badge in the Assets UI.
  • Disabling the launcher prevents the issue; assets no longer show the In Workflow badge.
  • No errors are reported in logs.

The workflow model ends with a Flow End step and contains no participant, waiting, or splitter steps.

Cause

When Handler Advance is unchecked on a process step, the custom process implementation must explicitly advance the workflow. If not, the workflow remains in the Running state even after completion, causing UI indicators to persist.

Resolution resolution

Follow the steps below to resolve the issue.

  1. In the AEM UI, navigate to Tools → Workflow → Models and open the custom workflow model.

  2. Select the Validate Asset Upload Size process step.

  3. Open the Process tab and ensure that Handler Advance is checked.

  4. If unchecked, check Handler Advance to allow the workflow engine to advance the workflow automatically after the process step completes.

  5. Click Done, then Sync the model to ensure changes are applied.

  6. Upload a new test asset to trigger the workflow and confirm:

    • The workflow instance completes and no longer appears under Running workflow instances.

    • The asset’s In Workflow indicator is cleared in the Assets UI.

  7. For any existing asset still showing as In Workflow:

    • Confirm that the workflow action has completed and no further processing is required.

    • Terminate the specific workflow instance from the Workflow Instances console.

    • Refresh the asset view to verify the indicator is cleared.

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