archiving work items - sap

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© 2010 SAP AG 1

Archiving Work Items

Applies to:

Applies to ECC 6.0

Summary

The Worldwide Workflow Survey revealed that many are not archiving work items in workflow. These tables can build up fast quickly. This paper walks you through the steps to archive work items using SAP standard utilities.

Author: Tammy Powlas

Company: Fairfax Water

Created on: 16 August 2010

Author Bio

Tammy Powlas works for Fairfax Water, is a SAP Mentor and ASUG volunteer with the BI and BITI communities. She is SAP-certified in FI, CO, BW, SEM and ASAP.



© 2010 SAP AG 2

Table of Contents

Work Item Archiving ............................................................................................................................................ 3

Background: .................................................................................................................................................... 3

Prerequisite ..................................................................................................................................................... 3

Transaction AOBJ ........................................................................................................................................... 4

Transaction SWW_SARA – Write Program .................................................................................................... 7

Transaction SWW_SARA – Delete Program ................................................................................................ 12

Related Content ................................................................................................................................................ 16

Disclaimer and Liability Notice .......................................................................................................................... 17



© 2010 SAP AG 3

Work Item Archiving

The 2010 Workflow Survey showed that only 38% of respondents are archiving. Most performance problems in Business Workplace are caused by not archiving work items. Archiving work items should be part of an overall archiving strategy of a company. Only cancelled or closed work items are eligible for archiving.

Background:

“Archiving helps you control your data growth and system performance”. The overall steps are shown here:

Source: ASUG Data Archiving 101 Presentation – J. Malfetti, R. Jackson

A write program is written to the archive file and then a delete program is run to delete the information from the online database.

Prerequisite

During an archiving delete run all (activated) archive information structures belonging to an archiving object are filled automatically. See this note from the SAP Help:

Use transaction SARJ to activate archive info structure SAP_BO_2_WI_001 (Business Object Repository) or SAP_O_2_WI_001 (Object-Oriented class structures)

http://help.sap.com/saphelp_erp60/helpdata/EN/8d/3e704c462a11d189000000e8323d3a/frameset.htm



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Transaction AOBJ

Use this transaction to set up variants for running the archiving (“write”) program in test mode and production mode.

Press ENTER to continue.

Select the POSITION button:

Enter WORKITEM

Select Customizing Settings and WORKITEM and double-click Customizing Settings.



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At this point you will set up variant names to run archiving program in test mode and production mode.

In this example, we will enter TEST as the variant name and click the Variant button.

Leave it in Test Mode and select SAVE option when exiting screen.

Enter Meaning and click SAVE button. Select BACK button.

To set up production variant, enter PROD as description and click the Variant button:



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Select Production Mode radio button and click BACK button.

Select Yes button.

Enter Meaning and click SAVE.



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Click SAVE.

Now you are reading to test the archiving workflows write program to the archive file.

Transaction SWW_SARA – Write Program

The archiving program reads work items for archiving and writes them into an archive. The deletion program deletes the work items from the database. The archiving object is WORKITEM.

Enter transaction SWW_SARA

Click Write



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We will enter the variants created under transaction AOBJ.

Enter TEST and click Maintain

Enter desired parameters and click SAVE



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Click Start Date

Follow normal background job steps

Next click Spool Params to see if you want to print the log



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Execute

SM37 to check

Here are the work items before archiving:

Test Archiving Result Log:



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Now to archive in production mode, enter your production mode variant and follow the same steps as test:

Execute

SM37 to check

The log looks the same except is shows Production mode:



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Transaction SWW_SARA – Delete Program

The deletion program deletes the work items from the database. These steps walk you through the deletion program.

Click DELETE button.

Select Test Mode

Click Archive Selection.

Select session to delete and press ENTER.



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Click Start Date and run immediate.

Click SPOOL PARAMETERS and select appropriate spool parameters and click EXECUTE.

Message received below is:

Check through normal steps using transaction SM37

Check the test mode output:



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Now follow the same steps and click off test mode and Archive Selection button:

Follow the same steps as test mode, and then Execute after all lights are green:



© 2010 SAP AG 16

Related Content

Workflow Survey Response to Comments

2010 Workflow Survey Responses

Recent Archiving Blog

http://www.sdn.sap.com/irj/scn/weblogs?blog=/pub/wlg/20479

http://www.sdn.sap.com/irj/scn/index?rid=/library/uuid/b00e1e89-bd81-2d10-4c8c-e75bd1b27e22

http://www.sdn.sap.com/irj/scn/weblogs?blog=/pub/wlg/19841



© 2010 SAP AG 17

Disclaimer and Liability Notice

This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade.

SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk.

SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document.

archiving work items - sap

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