RSBCS_REORG: BCS Reorganization of Documents and Send Requests

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BCS Reorganization of Documents and Send Requests


Reorganizes document or send request data created by Business Communication Services (BCS).

This report deletes documents with send requests or documents that are not part of a send request, if they are no longer used, and in accordance with the settings under “Reorganization Mode”.

Any documents or send requests that are still being used are not deleted. This can be due to the following reasons:

• Send request is in the SAPconnect queue
Send requests that are in the SAPconnect queue are not deleted. To see the status of send requests, go to the Send Request Overview.

• Document is in a folder
Documents that are in a Business Workplace folder are not deleted. These include the hidden folders that contain documents belonging to MESSAGE objects. You can use the reports RSSO_DELETE_PRIVATE and RSSODFRE to find and, if necessary, delete folder entries.

• Application deletes
The sending application is itself responsible for deletions and this is specified in the send request. Send requests that are flagged in this way are not deleted until the sending application has released them for deletion explicitly.

• Expiration date not yet reached
A send request is not deleted if the sending application has set an expiration date and this has not yet been reached. Send requests that do not have an expiration date (the default setting), are deleted by default. If you do not want this behavior, select the Expired Send Requests Only flag.

• Send request not yet released
An application has created a send request but has not yet released it to be sent. BCS interprets this as meaning that the application wants to send it at a later time, and these send requests are not deleted.

• Link to application
The sending application has linked the send request to an application object. While this link exists, BCS interprets the send request as being used by the application. This report does, however, check the existence of the linked object. If it finds that the object no longer exists, the document is deleted (together with the link).

• Link to non-delectable send requests
Send requests can be linked to each other. These links can be caused by replies or the personalization of documents. One example of personalized send requests are fax cover sheets.

How the report works and selection options

The report RSBCS_REORG always assumes that the object you want to delete is a document, since send requests can be deleted only if the accompanying document can be deleted.

The report reads all documents that match the chosen selection criteria, checks whether these send requests and any related send requests can be deleted, and then deletes the appropriate data. The output of the report shows you how many documents were selected and how many were actually deleted.

• Reorganization Mode
Here you can specify which documents you want to reorganize: Documents for which send requests exist, or documents for which no send request exists. Both options are selected by default, which corresponds approximately to the way report RSBCRE03 worked from SAP_BASIS 640. We recommend this as the best setting for selecting data. If you only want to reorganize documents for which no send requests exist, it works in the same way as report RSSORE00. If you do not select either of the fields, nothing is deleted.

• Selection Period

• Specify Creation Date
If you select this field, you can specify the creation date of the documents in the fields below.

• Specify Age (in Days)
If you select this field, two further fields are displayed where you can specify the age of the documents (relative to today’s date). The corresponding creation date is determined at runtime (or by choosing “ENTER”). As with all selection options, you can double-click an input field to specify free selections. For example, you can use “Greater Than” to “Delete documents that are older than 90 days”.

• Further Selection Options
Use “Document Data” and “Send Request Data” to further restrict the selection.

• Document Class, Object Year, Object Number
These match the ID of the document on the database (table SOOD) and can be used to identify a document uniquely. The object year is a number: 1975 is 0 and 2005 is 30. You can display values for these fields in transaction SOST, for example, by selecting a send request and choosing “Detail”. Note that you can select only main documents in this way. Attachment definitions are also stored in SOOD; attachments, however, are only deleted together with their main document.

• Address Type and Status Code
Note that these attributes are recipient-dependent. If values are entered in these fields, a document might not be deleted if further recipients exist with different values.

• Expired Send Requests
If the “Expired Send Requests Only” field is selected, only those documents are deleted for which the send request has expired, or are flagged explicitly for deletion by the sending application. This means that send requests without an expiration date are not deleted.

• Options

• Maximum Number of Hits
You can use the maximum number of hits to control the runtime. Note that the data is not read from the database in a sorted fashion. This means that, if you restrict the number of hits, you do not just get the oldest documents. The maximum number of hits refers to the selected documents and not the deleted documents. If possible, we recommend that you use other selection criteria to restrict the number of hits.

• Package Size
The package size determines the number of data records that are read, checked, and deleted from the database in one run. If you are running the program in production mode, a database commit is performed after each package. You can improve performance by increasing the package size but this also uses more memory. Depending on the volume of data and the database system you use, a lower value may also improve performance.

• Detailed Output
You use this option to display further details about the selected documents. If this field is selected, the number of documents to be deleted for each year is displayed, and also how many documents cannot be deleted for various reasons. If you are running the program online, you can double-click to display a list of the documents, and double-click individual documents to display their where-used list.

• Test Mode
If this field is selected, no changes are made to the database; the entries are counted and displayed only. All values in test mode are approximate. Since no documents are actually deleted, a production run may show different values. The test mode also cannot detect all entries (such as how many address references or KPro documents need to be deleted).

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