How do we do a mass close/stop of active Workflows?

[Zmudzin,Tomasz,VEVEY,GL-DS/DM]

Cathy, Roger,
 
Seeing a recommendation to delete work items physically I need to object.
That's actually the very last thing I could recommend, because you lose
track of what has been happening in the system and the operation itself is
pretty risky. Just imagine a slight typo in the selection parameters!
 
What I always recommend as the preferred approach is:
 
1. delete the workflows LOGICALLY -- which retains the log data and
indicates what has indeed happened in the system
2. archive the work items -- so you can always restore them if needed, but
they no longer clutter your WF tables
 
SWWL would only be the last resort -- and I think the situation is far from
critical as described.
 
Again, the purpose is to have a solution that is not just workable, but SAFE
and TRANSPARENT too. I agree that Option 1. is a pain when doing it manually
for 5000 items. But then one of the following is probably the case:
 
1. the approval outside of the workflow has accumulated over a long period
of time -- so there's been plenty of time to react earlier
2. the situation is simply a rule -- so the workflow should simply terminate
if the approval was done outside of it. Instead of fighting the users we can
simply serve them better.
 
I may sound harsh, but when dealing with mass processes we simply need to
follow clear guidelines or be prepared to handle the quirks.
 
Kind regards,
Tomasz
 
-----Original Message-----
From: Cliffe, Roger (UK - Milton Keynes) [mailto:rcliffe at deloitte.co.uk]
Sent: Thursday,14. November 2002 19:24
To: SAP-WUG at MITVMA.MIT.EDU
Subject: Re: How do we do a mass close/stop of active Workflows?
 
 
transaction SWWL will do a mass delete.
 
-----Original Message-----
From: Cathy Shelnutt [mailto:cshelnut at us.ibm.com]
Sent: 14 November 2002 17:20
To: SAP-WUG at MITVMA.MIT.EDU
Subject: How do we do a mass close/stop of active Workflows?
 
 
We have a situation in Procurement where users have not utilized the
Workflow process to perform PO Approvals, but have gone directly into the
release transactions, leaving the Work Items active.  There are more than
5,000 work items that can no longer be properly executed/completed by the
approvers.  I realize that we need to do education, but I also have to get
these Work Items cleaned up.  Does anyone have a suggestion for cleaning
up these Work Items quickly and easily?
 
Regards,
Cathy
ISC Solution Delivery - Procurement Team
Internet e-mail: cshelnut at us.ibm.com
Phone: 919-254-7864     Tie Line: 444-7864
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