Archiving Work Items (BC-BMT-WFM) 

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 Archiving

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

·        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

Archiving Work Items

Choose Tools ® Business Workflow or Development ® Workflow and then Administration ® Workflow Runtime® Reorganization ® Archive Work Item. For more information on archiving, see The Archiving Procedure.

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

·        Creation date of the work item

·        Completion date of the work item

Deleting Archived Work Items

Choose Tools ® Business Workflow or Development ® Workflow and then Administration ® Workflow Runtime® Reorganization ® Archive Work Item. For more information on archiving, see The Archiving Procedure.

You can set the delete program that is started after archiving to run in test mode. To determine whether the delete program is run at all, make settings in general Customizing.

To directly Delete Work Items that have not been archived, choose Tools ® Business Workflow or Development ® Workflow and then Administration ® Workflow Runtime ® Reorganization ® Delete Work Item.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).

If you want to delete work items that meet the archiving criteria but that you do not want to archive, you should nevertheless archive them, as it is better performance-wise to use the delete program of the archiving object WORKITEM than to delete the work items directly. Carry out the archiving procedure and then delete the archive file containing the archived work items manually in the file system.

Displaying Archived Work Items

Choose Tools ® Business Workflow or Development ® Workflow and then Administration ® Workflow Runtime® Reorganization ® Archive Work Item. For more information on archiving, see The Archiving Procedure.

If you choose Evaluate, the report RSWWARCR is used to read and display the archived work items.

This report is only intended to be a template for your own customer-specific report, since the data selection from the archive and the subsequent data formatting is generally customer-specific. The customer-specific adaptations are made after the function module SWW_WI_LIST_ARCHIVED_READ is called.

Displaying Archived Work Items for an Object

The display of an archived work item is useful, for example, if 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

SAP recommends that you use archive information structure SAP_O_2_WI_001, which is necessary if you are using 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, but SAP recommends that you switch to the extended archive information structure SAP_O_2_WI_001.

To make the switch, follow these steps:

       1.      In transaction SARI activate archive information structure SAP_O_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 the 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

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.