Delete entries from WF-BATCH outbox ?

Thu Aug 2 05:08:39 EDT 2007

Mike, Sue,

Yes, SO16 does have an effect on that, but only partially:

SapOffice documents are independent entities and the reorg job only clears
documents which are no longer referenced. A reference could be a number of
things, including a link from someone's in/outbox (SO16 expiry applies
here) or a document output in NAST, document or workflow attachment, fax,
or any workflow SOFM container element.

The 'dark folders' are probably your workflow attachments. They become
unreferenced when a WF is deleted and the next reorg job following
archiving/deletion will delete them. (Disclaimer: it's been a while since
I played with archiving so things may have changed in this area).

SOY2/3 will give you a good idea of all the stuff lurking in SapOffice.
SOY2 can be scheduled periodically, making trend analysis possible in
SOY3.

Cheers,
Mike

On Thu, August 2, 2007 9:10 am, Mike Gambier wrote:
> Hi Susan,
>
> On a similar topic we ran into a SOFM (Business document) issue with the
> Workflow Administrator's Inbox.
>
> Don't know if it's of any use to anyone else but we ended up implementing
> OSS note 922565 to try and purge the system of millions of unread
> ERRORMESSAGE notifications to try and get the volumes down. It almost
> worked
> but left us with entries in SOFM relating to personal folders which we had
> to trim seperately.
>
> The problem with SOFM documents is that they have a nasty tendancy of
> being
> forgotten about. If the recipients don't read the messages they just pile
> up
> unless you reorg them it seems. Not sure if the SO16 settings have any
> effect on these (but I might be wrong)?
>
> Also, you may have to think about previous years folders as well. We ran a
> reorg but only got rid of 20% of our Business Doc volume to start with
> because a lot of them had been sent to a previous years set of folders for
> the same users.
>
> No doubt you've been looking at the entries in SOFM, SOFD, SODM, SOOS and
> SOC3 (to name but a few tables). Thankfully we don't use attachments that
> much :)
>
> Mike GT
>
>
>>From: "Susan R. Keohan" <keohan at ll.mit.edu>
>>Reply-To: "SAP Workflow Users' Group" <sap-wug at mit.edu>
>>To: "SAP Workflow Users' Group" <sap-wug at mit.edu>
>>Subject: Re: Delete entries from WF-BATCH outbox ?
>>Date: Wed, 01 Aug 2007 13:19:33 -0400
>>
>>Hi Mike,
>>
>>Thanks, this answers part of the question... Amazing how long I can call
>>myself a workflow person, and yet never knew some of this stuff.  We're
>>now working to clear out poor old WF-Batch's outbox (after changing the
>>office setting to also keep a copy of sent messages!)
>>
>>Anyhow, I spent some time with this note as well as a few subsequent
>>notes (1003800 and 1003894).  The report called out over 150,000 rows
>>that were available in EU1 (a copy of production from mid June).  Of
>>these rows only ~30,000 of them could be deleted.
>>As it turned out after a bit of analysis it looks like most of these
>>other rows are in the workflow *dark folders*. We found that by running
>>RSSODLWF or RSSODFRE programs we were able to get the reorg program to
>>process almost all of the rows that were more than 30 days old.
>>
>>So, if you are newish (or just don't know any better - like me) follow
>>Mike's recommendations, as well as changing the office settings for
>>WF-BATCH (you don't really need copies of messages sent out; you have
>>the WF logs for that) and DO run a periodic job to clear out old
>>messages from your SCOT queue as well as your users' inboxes (I am
>>talking about documents, not workflows here).
>>
>>Cheers,
>>Sue
>>
>>Mike Pokraka wrote:
>> > Hi Sue,
>> > I think you mean note 966854 :)
>> > Those are all mails sent out by workflow. Them's the ones you see in
>>SOST
>> > and are completely separate from the WF logs (which are the sendmail
>>tasks
>> > that generated them).
>> >
>> > The reorg job will only delete expired or deleted mails. (620 here so
>>your
>> > setup may differ) Use SO16, tab "document org": if "presetting" is
>> blank
>> > then mails never expire and eat DB space for ever more. Personally I
>>don't
>> > see the point in keeping mails if the WF already provides a log of
>> what
>> > was sent.
>> > Put in a presetting (7, 90 or 180 days or whatever) and all future
>> docs
>> > will have an expiry. You guessed it, the next box "Expiration" with
>> the
>> > Execute icon next to it will expire all existing docs older than x
>> days.
>> > Run your reorg afterwards and all will be happy.
>> >
>> > Cheers,
>> > Mike
>> >
>> > On Wed, August 1, 2007 3:51 pm, Susan R. Keohan wrote:
>> >> Hi all,
>> >>
>> >> We are on SRM 5.0, Support Pack 8, SAP_BASIS 700.
>> >>
>> >> We are looking at OSS note 966864, 'Reorganization of data relevant
>> to
>> >> sending of documents or the use of SAPOffice/Business Workplace'.
>> >>
>> >> One thing we've noticed is that when we run this report, it shows
>> some
>> >> 130K messages selected, but only 6K documents to be deleted.  The
>> >> difference appears to be the copy of outbound messages to WF-BATCH's
>> >> outbox.   When I run the WAPI SAP_WAPI_CREATE_OUTBOX for WF-BATCH
>>(since
>> >> I don't ever ever ever log in to WF-BATCH), the result is about 125K
>> >> messages (just over the past year).
>> >>
>> >> BUT, when my Basis friend logs into WF-BATCH, he sees only 50 records
>>in
>> >> the outbox, which is apparently confirmed by running
>>RSSO_DELETE_PRIVATE
>> >> in test mode.
>> >>
>> >> So, where are these other 124,950 records ?  And how can we delete
>> them
>> >> ?  Better yet, should we  ???
>> >>
>> >> Please don't suggest a solution that includes Archiving, as this is
>> >> already a sore subject between WF + Basis and Project Management.
>> >>
>> >> Thanks!
>> >> Sue
>> >> --
>> >> Susan R. Keohan
>> >> SAP Workflow Developer
>> >> MIT Lincoln Laboratory
>> >> 244 Wood Street
>> >> LI-200
>> >> Lexington, MA. 02420
>> >> Phone: 781-981-3561
>> >> Fax:   781-981-1607
>> >> keohan at ll.mit.edu
>> >> _______________________________________________
>> >> SAP-WUG mailing list
>> >> SAP-WUG at mit.edu
>> >> http://mailman.mit.edu/mailman/listinfo/sap-wug
>> >>
>> >
>> >
>>
>>--
>>Susan R. Keohan
>>SAP Workflow Developer
>>MIT Lincoln Laboratory
>>244 Wood Street
>>LI-200
>>Lexington, MA. 02420
>>Phone: 781-981-3561
>>Fax:   781-981-1607
>>keohan at ll.mit.edu
>>_______________________________________________
>>SAP-WUG mailing list
>>SAP-WUG at mit.edu
>>http://mailman.mit.edu/mailman/listinfo/sap-wug
>
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-- 
Mike Pokraka
Senior Consultant
Workflow Connections
Mobile: +44(0)7786 910855