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 Data Consistency Check for Comments on Folders and DocumentsLocate this document in the navigation structure

Use

SAP provides a function for checking and cleaning up the data that has been created in the Knowledge Management repository as comments on folders and documents. Users can create the following comments on folders and documents:

  • Discussions
  • Feedback
  • Comments
  • Personal notes

This function is implemented as a report and is available at the following path: Content Administration → KM Content → Toolbox → Reports → Consistency Checks → Collaboration Consistency Check.

Integration

Users can enter comments on folders and documents if the corresponding repository services for the superordinate Knowledge Management repository (discussion service, feedback service, comment service, service for personal notes) have been activated.

The system stores all data that users enter by means of these repository services in the /collaboration folder, whereby each repository service has its own subfolder.

Tip

Example: The discussion service has been activated for the /documents repository. Users can enter discussions on the folders and documents stored there. The system stores the data for discussion in the /collaboration/discussions folder.

In the standard scenario, the system automatically deletes the data created by the repository service as soon as a user deletes the associated document or folder. In exceptional cases, this process can be interrupted - for example, by a database shutdown - and the data created by the service remains although the associated document has been deleted. You should clean up this superfluous data at regular intervals.

Prerequisites

The Content Administration portal role is assigned to your user.

Features
Function Description

Starting or scheduling the function

Starting

You can launch the data consistency check in the portal in the KM content toolbox (see the path above).

Scheduler

If you want to execute this function regularly at a certain time, you can specify an appropriate schedule.

Checking

Data consistency check

This function checks whether there is a relationship between the data for the repository services and the folders and documents in the repositories for which at least one of the repository services listed above has been activated.

Counter recalculation

This function can optionally update the repository services data for each folder or document as follows:

  • Recalculation of the number of discussion posts, comments, feedback contributions, and personal notes
  • Determination of the last post in a discussion or the last answer to a discussion post

Cleaning up data

By comparing the data that the activated repository services have stored with the folders and documents in the repositories, the system identifies superfluous data that is not related to a folder or document and deletes it.

Logging

After completing the checks and cleaning up data, the function outputs a log.