Removing expired documents from a SAP Office shared folder

[Former Member]

If I set the retention period on a SAP Office shared folder (for example 30 days), this should result in expired documents in that shared folder (i.e. documents older than 30 days) should be removed from that shared folder and moved to shared trash.

This is not happening automatically for our expired documents. Please what is the system activity (e.g. maintenance task, background job, action) which should remove expired documents from the shared folder and move to shared trash?

Thank you very much. Any help or reference to associated information would be appreciated. Sheldon.

[michael_mulvey]

Hi Sheldon,

If you delete a document in the public folder or a document reaches the expiration date, it will be deleted from the public folder and stored in the public trash. To delete the documents from the public trash, you can use transaction SO17. There you can determine a duration of days of the last change on a document which is stored in the public trash.

All documents which are not changed in this duration of days, will delete from the public trash. Also you can delete the entries in the public trash manually in SBWP. A further possibility is to schedule a batch job with report RSSOTRCL where you can determine the duration of days as in transaction SO17.

Further informations about the functionality of the Business Workplace you find if you start transaction SBWP and menu -> Help -> Application Help.

Michael

[Former Member]

Hi Michael,

Thank you very much. In our current SAP ECC 6.0 Release 700 system, when a document reaches the expiration date, it is not automatically deleted from the public folder and it is not moved to the public trash. The expired documents remain in the public folder. But if we then manually open the public folder, then the expired documents are deleted and moved to the public trash?

Thank you very much. Your help is greatly appreciated.

Sheldon.

[michael_mulvey]

Hi Sheldon,

No problem. You can close this thread

Michael

[Former Member]

SAP indicates that this is standard behavior. If you set the attribute Retention Period of a document in a Shared Folder (e.g. 10 days), then when the specified number of days is exceeded, the Expired Documents are not Automatically Deleted. If you Manually open the Shared Folder after 10 days is exceeded, then the Expired Documents are Automatically Deleted, and moved to the Shared Trash.