Archiving Work Items

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.
SAP COMMUNITY NETWORK SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com
© 2010 SAP AG 1
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 2
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)
© 2010 SAP AG 3
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.
© 2010 SAP AG 4
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:
© 2010 SAP AG 5
Select Production Mode radio button and click BACK button.
Select Yes button.
Enter Meaning and click SAVE.
© 2010 SAP AG 6
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
© 2010 SAP AG 7
We will enter the variants created under transaction AOBJ.
Enter TEST and click Maintain
Enter desired parameters and click SAVE
© 2010 SAP AG 8
Click Start Date
Follow normal background job steps
Next click Spool Params to see if you want to print the log
© 2010 SAP AG 9
Execute
SM37 to check
Here are the work items before archiving:
Test Archiving Result Log:
© 2010 SAP AG 10
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:
© 2010 SAP AG 11
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.
© 2010 SAP AG 12
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:
© 2010 SAP AG 13
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 14
Check the production output log:
Now check to see that the workflows are now gone:
© 2010 SAP AG 15
Related Content
Workflow Survey Response to Comments
2010 Workflow Survey Responses
Recent Archiving Blog
© 2010 SAP AG 16
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.
© 2010 SAP AG 17

Archiving Work Items

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Archiving Work Items

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Archiving Work Items

Author: Tammy Powlas

Work Item Archiving

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

Press ENTER to continue.

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

Enter Meaning and click SAVE button. Select BACK button.

Select Production Mode radio button and click BACK button.

Select Yes button.

Enter Meaning and click SAVE.

Transaction SWW_SARA – Write Program

We will enter the variants created under transaction AOBJ.

Enter TEST and click Maintain

Enter desired parameters and click SAVE

Click Start Date

Follow normal background job steps

Here are the work items before archiving:

Test Archiving Result Log:

Transaction SWW_SARA – Delete Program

Click DELETE button.

Select Test Mode

Click Archive Selection.

Select session to delete and press ENTER.

Click Start Date and run immediate.

Message received below is:

Check through normal steps using transaction SM37

Check the test mode output:

Check the production output log:

Now check to see that the workflows are now gone:

Disclaimer and Liability Notice

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