Workflow issue - SWAI does not select by username

[Former Member]

Hello All,

The Accounts Payable Manager was shown how to use SWIA to see all her staff's workflows. She runs with a variant that pulls all the READY, STARTED, and INPROCESS status. Also runs for the last 17 years (01/01/2000 to 12/31/2019). She has a display variant to show her only her staff.

The problem is that the selection is finding 2.4 million records and running out of memory before the display filter is engaged. Is there a version of the SWIA transaction that allows select by workflow user id? That is truly what she needs.

Regards,

Steven M Engel

[former_member186746]

Hi,

2 things

1. Archive your workflows!

2. Do not use SWIA as a reporting tool, use SWI5, or SWI1, or SWI2_FREQ, or SWI2_DURA

In your case, use SWI5 with responsibility type US and ID the user id, then select completed work items and a starting from date.

Kind regards,

[Former Member]

Hello Rob,

I did change the variant to give the manager only 2 years worth of data. Unfortunately, they will start a workflow sort of like a note to keep track of something (approvals needed from customer, vendor, etc) so they have workflows from 15 months ago that are "relevant". I know, I have an organizational change management issue more than a workflow issue, working on that.

Hello Mike,

Thanks for the information on SWI5, in my testing, I missed that user is not required. I will investigate some more, but is does not look like the set of tasks that the accountants use are in a task group, and there is more than one task. There does not look to be a filter to only show for her staff.

Regards,

Steven M Engel

[Former Member]

Hello Rob and Anjan,

Thanks for the input.

I will propose an archive project for the workflows, while that will help, there will still be many "current" workflows to go through (about 350,000 for the 2016 year).

SWI5 is OK if you just want to look at a single person's workload. Mostly the manager is interested in "work items to be completed".

I have to investigate if I can use another type (other then US user) for the manager. Not sure if I can create a new organization unit just for her staff and use that. ( I am really new to workflow ).

SWI1 looks to have the same selection issue the SWIA has. The manager likes that she can see the work items of her staff, and act upon the work items of her staff.

SWI2_FREQ, SWI2_DURA, and filtering by task don't look to solve the dilemma either. She needs to see all the work items for her staff, which have about 10 users right now, and they process many different tasks.

I don't want my solution to impede her work (have more steps than currently used, does not work as well as in the past, etc) because not only am I new at the company, there also has been a mandate that the IT staff will be more responsive to the user community.

Again, thanks for the input. I will work with the manager to find an acceptable solution.

Regards,

Steven M Engel

[former_member186746]

Hi Steven.

Why is it so imperative that the manager want to see all data from the past 17 years?
Why not just change the variant to see all data from past month/quarter/year.

Kind regards, Rob Dielemans

[pokrakam]

Hi Steven,

As has been pointed out, SWIA is an admin transaction and should NOT be given out. Your next security audit should flag this up.

You can run SWI5 without a user. Use tasks or task groups to limit your selection to the relevant tasks. I can't remember off the top of my head whether entering an org unit in SWI5 would find tasks for all users in the org unit. I think it should, but best to test it.

Regards,
Mike

[anjan_paul]

Hi,

Also in addition, you can filter with Task