Limitaciones y oportunidades

Table SOC3 contains the contents of documents (excluding object types FOL and DLI), such as application mails, URLs, work item notes, PC documents, and so on, which are created and sent in Business

Workplace (previously known as SAPoffice), and of documents that were created by Generic Object

Services (GOS). Therefore, the size of this table depends heavily on whether and how frequently these types of documents are sent within a system. The documents are stored in folders that can be accessed either from the user interface or only through the system (the latter are called “dark folders”).

The corresponding management data is stored in table SOOD. The folder management data is stored in table SOFM and the information of the send process is stored in tables SOOS (send procedure) and SOST (send history). The size of these tables, however, should generally be no cause for concern.

Note: Further developments of the current SAPoffice functionality were stopped with SAP NetWeaver Application Server (SAP NetWeaver AS). Maintenance on SAPoffice ended with the maintenance of SAP R/3 Enterprise. Therefore SAP recommends that you use SAPoffice only for the storage of temporary documents and that you store documents that have to be kept for the long term in storage systems using an appropriate technology such as

ArchiveLink. No archiving functions are currently planned for SAPoffice.

If you are currently using SAPoffice as an internal communications platform, SAP recommends that you switch to an alternative mail system.

For more information, see the Development News “Use of SAPoffice as an Office Application“ for SAP Web AS 6.30 (2003).

5.1.25.1 Avoidance

If no external storage system is being used, the system saves the office attachments in table SOFFCONT1. If used, this table can grow very large. To prevent this table from growing too large, SAP recommends that you use an external storage system.

Subsequently moving attachments from table SOFFCONT1 to an external storage system is only possible through a modification. For more information, see SAP Notes 389366 (SAP R/3 4.6B – SAP Web AS 6.10) and 445057 (SAP R/3 4.6B – SAP Web AS 6.10).

5.1.25.2 Summarization Cannot be used

5.1.25.3 Deletion

If a user deletes documents or mails from a folder (with or without attachments), only the references between the folder and the documents are deleted at first. The content of the document remains in the database, including the header data and the send logs. This data can be physically deleted from the database (tables

SOC3, SOST, SOOS, SOOD, SOFM, SOFFCONT1) using program RSBCS_REORG (replaces program RSSORE00 used up to SAP Web AS 6.20, see SAP Note 966854 [SAP_BASIS 620 – 700]).

Because archiving of Business Workplace objects is not possible, it is very important for users to regularly delete their old documents manually.

If you want to delete Business Workplace objects, we recommend that you use the delete programs and follow the procedure below:

1. Delete the folder references (table SOFM).

Use the following programs:

Program

What does it delete? Note

RSSOTRCL Data in the general wastebasket Ask your users to regularly delete the documents they no longer need. Then you can empty the general trash can using report RSSOTRCL.

RSSO_DELETE_PRIVATE User folders: inbox, outbox, express mails, and so on.

This program can be used to delete all the objects of a specific user, for example, when he or she leaves the company. See also SAP Notes 862985 (SAP_BASIS 46B – 640) and 922671 (SAP_BASIS 46B – 700).

RSSOEXDA Obsolete documents in the outbox Instead of this program, you can also use

RSSO_DELETE_PRIVATE. See also SAP Note 431801 (SAP_APPL 40A – 46C, SAP_BASIS 46D).

RSSODLWF RSSOREDF¹

Workflow mails This program deletes

documents from the dark folder. See also SAP Notes 131031 and 569123.

RSSORESN Successful send processes Dark folders

¹With version 14 of SAP Note 567975, report RSSODFRE was a completely revised. As of that date, you do not need any other programs besides RSSODFRE to reorganize the dark folders. Reports RSSODLWF (SAP Note 131031), RSSORESN (433457) and RSSOREDF (516110) are obsolete as of then and should no longer be used. The corresponding SAP Notes were also marked as obsolete.

SAP recommends that you schedule this program regularly as a background job. If you execute the program after a lot of data has accumulated, you can expect its runtime to be accordingly long.

If you want to delete objects that were created using Generic Object Services (GOS), SAP recommends the following procedure:

1. Delete the object references using program RSGOSRE01.

2. Delete successful send orders using program RSBCSRE03 (only for SAP R/3 Enterprise; for SAP NetWeaver 7.0, this program was replaced by RSBCS_REORG; see SAP Note 966854 [SAP_BASIS 620 – 700]).

You should use this program before the general reorganization program RSBCS_REORG.

3. Completely delete a document using RSBCS_REORG.

Additional Information:

The content of binary SAPoffice documents will be stored in KPRO. The KPRO decides if an external content server will be used for storing the documents. If not, the documents are stored in SOFFCONT1 table.

Nevertheless from SAPoffice and RSBCS_REORG point of view the documents are in KPRO, independent from the physical storage. Furthermore the header data of a document (e.g. table SOOD) will be stored in database, independent from the location of content. That means the RSBCS_REORG handles all documents in KPRO. RSBCS_REORG also considers documents which are stored in external content server.

See also SAP Notes:

· 966854 (SAP_BASIS 620 – 700): Reorganization - New Report

· 881594 (SAP_BASIS 46C - 700): Default expiry date for office document of workflow · 988057 (SAP Web AS 6.20 – 7.00): Reorganization – information

5.1.25.4 Archiving Table SOC3:

It is possible to move the document contents (document types RAW and SCR) from table SOC3 to an archive using transaction SOY8 or program RSSOAPUT. All other SAPoffice tables are not affected by this operation, meaning that the reference data is not archived at the same time. Program RSSOAPUT is designed to archive mass data.

Table SOFFCONT1:

It is not possible to archive SOFFCONT1 data records with an archiving object.

Instead the document’s content (e.g. MS-Excel, MS-Word or PDF-Files) should be stored on an external content server instead in a database table. The storage in a database table is just the default setting.

To use a content server to store entries from the table you have to define a new storage category for SOFFDB in transaction SKPR08 pointing to the external content server you want to use. Now new documents will be stored in the content server and existing documents in the system will remain in SOFFCONT1. Please review1975846 as to why some file extensions are still stored to SAPDB old repository.

Already existing documents can either stay where they are or you can then use the report RSIRPIRL from note 389366 to physically move the existing documents in SOFFCONT1 to the content server. However this

is only an optional step as the Knowledge Provider still knows whether a document is stored in SOFFCONT1 or on the external content server and can access documents from both.

Table analysis

If you want to run a table analysis (transaction TAANA) before data archiving (seechapter Goal of Using this Best-Practice Document), the following analysis variants are offered for the corresponding tables:

Table Analysis Variant

SOC3 STANDARD

SOFM STANDARD

SOST STANDARD

SOOD AD-HOC (fields: OBJTP, OBJYR, OBJSND, EXTCT, FILE_EXT)