Deletion of Users with Work Items

[Sherman S. Wright]

Hi Jody -
 
We handle this in two ways:  for changed ids we usually use SWI5 to forward
the work items from the old id to the new id.  Unfortunately, this can only
be done one-at-a-time, but it's better than nothing.  For users who have
terminated, we usually don't delete the ID, but lock it, after setting up a
substitute for the user.  We usually just reset the (leaving) user's
password, log on as that person, and set up a substitute until the
workflow(s) have been corrected (we use both some table definitions and org
structures, so this sometimes takes a while).  After that, we delete the ID.
 
If other people have other methods, I'd love to hear them...
 
Regards,
Sherman
 
 
-----Original Message-----
From: SAP Workflow [mailto:Owner-SAP-WUG at MITVMA.MIT.EDU]On Behalf Of
Jody Chassereau
Sent: Wednesday, December 05, 2001 12:00 PM
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Deletion of Users with Work Items
 
 
We have been running workflows in our production 4.6c system for about 6
months now.  Some questions/problems have come up recently with the
following scenarios: 1) A user leaves the company and has work items still
in his Inbox (committed or not) 2) A user gets married and their userid has
to change from the maiden name.  In both cases, questions have arose on what
happens (or should happen) to the work items.
 
In the case of the name change, our Security group copies the user to the
new id and then deleted the old one.  Since the work items do not copy over,
the links to the old userid are lost when it is deleted from the system.  I
believe the items would then show on the report of Work items without Agents
(unless they were in a Ready state under multiple boxes).  We do not use org
structures, so all role resolution are routing to specific userids (usually
based on function modules looking at Z-tables).  I am not concerned with the
process of deleting old userids from the tables - that is maintained fairly
well.
 
Can someone give me an idea of how best to manage the process of retaining
work items?  Is this a procedure of forwarding items to another user before
deletion?  Is there an easy way for our Security group to do this through
the system?  The more workflows we have (and the more turnover), the bigger
this becomes for needing an answer.
 
Thanks in advance...
Jody Chassereau
drcakes at hotmail.com
 
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