Archiving Work Items

Definition

Archiving object WORKITEM for archiving and deleting work items.

Use

Archiving Work Items

The system archives all data (not including runtime data) that belongs to a work item. You can display archived work items, but you cannot reload them into a system.

You can only archive completed workflow work items. This involves archiving all work items that are dependent on this workflow work item as well. A work item that depends on superordinate work items cannot be archived on its own.

You archive log data, workflow manager data, dependent work items and work item attachments (for example, graphics files).

The other objects in the container of a work item are archived only as references. They are not deleted.

Criteria for the Permissibility of Archiving

You can only archive those work items that have one of the following statuses:

  • Completed (COMPLETED)

    The execution of the work item is completed.

  • Logically deleted (CANCELLED)

    Execution of the work item is no longer useful or required for the workflow logic.

Structure

Archive Work Items

Choose Tools → Business Workflow or Development → Workflow and then Administration → Workflow Runtime→ Reorganization → Archive Work Item. For more information about the archiving procedure, see Executing Archiving.

To define the required variants, use the following selection criteria. This determines which work items to archive:

  • Work item ID (work item number)
  • Task ID
  • Actual agent of the work item

    Searches only through the work item’s the header data. To search through all of the tables in the Work Item Repository, select Repository Search.

  • Date when the work item was created
  • Date when the work item was completed

Deleting Archived Work Items

Choose Tools → Business Workflow or Development → Workflow and then Administration → Workflow Runtime→ Reorganization → Archive Work Item. For more information about the archiving procedure, see Executing Archiving.

You can specify whether the deletion program started after archiving is to run in test mode. You specify whether or not the deletion program is started at all in the general Customizing settings for Archiving.

To directly Delete Work Items that have not been archived, choose Tools → Business Workflow or Development → Workflow and then Administration → Workflow Runtime → Reorganization → Delete Work Item. For performance reasons, use the report RSWWCIDE for container anchors (Type C work items).

Displaying Archived Work Items

Choose Tools → Business Workflow or Development → Workflow and then Administration → Workflow Runtime→ Reorganization → Archive Work Item. For more information about the archiving procedure, see Executing Archiving.

If you choose Evaluate, the report RSWWARCR is used for reading and displaying archived work items.

Displaying Archived Work Items for an Object

The display of an archived work item is useful, for example, of you want to use the archive to determine the workflow followed to release a specific document.

To display archived work items specific to an object, use the Archive Information System). The system automatically determines the archive that contains the archived data. Otherwise you need to know the archive.

To use the archive information system, activate the archive information structure

SAP_O_2_WI_001. For more information, see Using the Archive Information System.

To display archived work items for an object, choose Tools → Business Workflow or Development → Workflow and then Administration → Workflow Runtime→ Reorganization → Display Workflows from Archive. You can determine the archived workflows for a given object.

The display is in the form of a restricted workflow log, without detailed data.

Note on the archive information structure

We recommend using the archive information structure SAP_O_2_WI_001. This is required if you use ABAP classes or XML objects. If you are using only BOR objects, and are already using archive information structure SAP_BO_2_WI_001, you can continue to use it. However, we recommend that you switch to the extended archive information structure SAP_O_2_WI_001.

To do this, you proceed as follows:

  1. In transaction SARI, activate archive information structure SAP_BO_2_WI_001.

    As a result, both archive information structures are available at the same time.

  2. Fill the new structure for the available archive files in the Status Management of transaction SARI.
  3. In transaction SARI, deactivate archive information structure SAP_BO_2_WI_001.
  4. In Customizing of transaction SARI, delete the archive information structure SAP_BO_2_WI_001.

Integration

You specify technical values for the archiving session, such as name, path and maximum archive file size, as well as the settings for the delete program, in Customizing for Archiving.