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Procedure documentationEditing Residence Rules

 

In SAP NetWeaver ILM, residence rules control the determination of the period in which a data object (represented by the relevant ILM object) remains in a particular status. For example, you use residence rules to define how long a data object must reside in the database before it can be archived.

The structure of the residence rules is predefined by the Residence Rules policy category.

Prerequisites

You have called the function for processing ILM policies so that you can process the policies of an ILM object within an audit area.

For more information, see Editing ILM Policies.

Procedure

Defining Rules

  1. After you have created a policy, you can go directly to the rule editing screen (in editing mode).

    If you have used selection criteria to call the list of policies, proceed as follows:

    • Select the policy for which you want to edit rules.

    • Choose Edit.

  2. To define a policy, enter the following data in the Rules for Policy <Policy Name> table for each rule (line):

    • Condition field values

    • Inherit Rule (shown only if this option is supported for the ILM object)

      If you select this option, the ILM object inherits the rule definitions from other ILM objects within the same audit area.

      Caution Caution

      If you select Inherit Rule, you need to leave the other fields blank.

      End of the caution.

    • Retention Period

      Length of the residence duration in the time unit that is then defined, for example, in years. You use the residence duration, in combination with the determined start time, to determine the end date of the residence period.

    • Time Unit of Residence Duration

      Time unit for residence duration (selection options according to Customizing, for example, years, months, days)

    • Time Reference

      A time reference available for the ILM object according to Customizing. The time reference refers to an event in the document's history for which the start of the residence period is crucial, for example, creation of the document. In rule evaluation, the system determines the specific reference date (in this example, the creation date) based on the time reference. If a time offset is intended, this affects the reference date. The offset reference date is the start date of the period to be calculated.

    • Time Offset (The column is shown only if the Customizing settings specify it is relevant)

      A time offset for the time reference available for the ILM object according to Customizing. Based on the time offset, the system offsets the reference date determined during rule evaluation to the end of the specified calendar unit (for example, the relevant year end). The offset reference date is the start date of the period to be calculated. The end date of the residence period is the result of the determined start date plus the residence duration.

    • Rule Number

      The system assigns this number for identification of the rule within the system.

    • Rule Priority

      Note Note

      This column is hidden in the standard delivery. If you need it, you have to include it in the table of rules. For more information, see SAP Note: 1617105Information published on SAP site

      End of the note.

      When conditions for rules overlap within a policy, you can use the numbers 0 to 999 to specify the priority of the rules. No entry in the rule means the priority is 0. A higher number designates a higher priority.

      When evaluating rules, the system includes only the valid rules with the highest priority. A rule is valid if its condition fields correspond to the field values of the data object (object instance, for example, the document).

  3. Save your entries.To do so, you need a transport request (Customizing request).

Changing Rules

You can change existing rules and their conditions if the corresponding policy is not yet live. The procedure is the same as for defining a new rule.

Caution Caution

The changes (such as conditions, residence duration) take effect for new write runs in data archiving.

End of the caution.
Simulating the Evaluation of Rules

You use ILM rule simulation to check the start date and end date of the residence period when multiple residence rules exist for an ILM object.

For more information, see Simulating the Evaluation of ILM Rules.