Is it possible to update a checked out record in a workflow?

[Former Member]

Hi All,

I want to join a checked out records in a workflow with a updated record.. I am getting the following error:

Import failed. Cannot import record because it is already in a workflow or is already checked out by another user

Import action: Update (All Mapped Fields)Source record no: 2

I have created a workflow with validations in it.. and they are failed and the records are held in that workflow.. Now I want to update those records with another import.. I am unable to join that check out records in the workflow..

Any inputs.

Thanks

Rajeev

Regards.

Rajeev

[Former Member · Accepted solution]

Hi Rajeev,

In case you want to update only these records then-

Check that WF lies with which user/role.Log in to Import Manager with a role/userid who has been defined in the WF.Try importing the data.

Also you can use the Admin role to take control of WF and then import data using Admin role through IM.

Hope this helps!

Thanks,

Ravi

[Former Member · Accepted solution]

Hi Ravi,

I am unable to update or join the check out records in the workflow..

I am using only one user that is Admin for workflow,DM,IM.... Isit possible to update checked out records which are in worflow?

Regards,

Rajeev

[Former Member · Accepted solution]

Hi Rajeev,

Do you have a process step in your workflow,which user is it assigned to.

Currently records are in which step of WF.

Use DM or EP for modification.

Let me know our findings.

Thanks,

Ravi

[Former Member · Accepted solution]

Hi Ravi,

Admin is the user I am using in all the way... In Workflow I selected all the users in the process step... records are in check out mode in validation failure state... Now I want to import the same records with some new field values... I am unable ... Any inputs.

In DM I logged in using Admin and I cna able to edit the records whcih are in workflow check out mode..

Thanks

Rajeev

[Former Member · Accepted solution]

HI Rajeev,

What is the WF trigeer?record add or import?

Any approver will add/enrich to the available record through a interface and that interface can be DM or EP or customized frontend,you can modify the record through these.

If you try to import data to a checkout record,it will fail and ImportX folder will receive the failed records.

If you want some mass update also that can be done in DM.

Thanks,

Ravi

Edited by: Ravi Verma on Aug 1, 2011 2:35 AM

[Former Member · Accepted solution]

Hi Ravi,

So if a record is in workflow check out mode we cant update that record using Import manager or import server right?

I dont want to update using DM or EP.. But want to enhance the same record using import server joining the same check out record..

Regads,

Rajeev

[Former Member · Accepted solution]

HI Rajeev,

In the import map goto configurations->Auto-Join checked out records->Yes

Save the map,and try reimport.You should be able to modify the data with this setting.

Please go through this :http://help.sap.com/saphelp_mdm550/helpdata/en/38/fe55f653c1431b9786a77e27cafcf6/frameset.htm

Thanks,

Ravi

[former_member207367 · Accepted solution]

Hi Rajeev,

Yes we can not import the records which are in an Workflow your import fails.

As ravi suggested Auto join checked out records will work only when the user who checked out and the importing user are same.. but if you are trying to update the record which is checked out by another user you can not be able to update that record.

Why are the records which are failed in the other workflow are checked out? any reason.

when you design the worflow for validating a record are you using validation step or branch step ?

You should use branch step on default condition you should have an assginment(for stating some field in the repository as Error so that you can trace how many records failed) and another stop step which will check in\rollback those values.

So your records will be in check in after the first workflow is processed..... and you can proceed with your import then.

Let me know whether i understand your problem or not, if i am wrong please let me know the complete scenario which you want to achieve.

regards

Sowseel

[Former Member · Accepted solution]

Hi,

I am in the sutiation where need to update the checked out records which are in workflow mode... Is it possible to join the checked out records in workflow using same user and role Admin.

Any solution on this..

Regards,

Rajeev

[Former Member · Accepted solution]

HI Rajeev,

Did you make this change in your import map configurations->Auto-Join checked out records->Yes.

With the same user it should allow you to update records.

Thanks,

Ravi

[Former Member · Accepted solution]

Hi Ravi,

Yes it is set to YES by default .. I have only one user and its Admin... Unable to update the records...any inputs??

I also placed and the users in the workflow incase it might be the problem.. But still the same error.. So its not possible to update the checked out record if it is held in the workflow?

Thanks

Rajeev

[Former Member · Accepted solution]

HI Rajeev,

Lets try all options:

Are you getting a red circle inside the record checkout symbol,if yes it implies the user is not a member of this checkout version.

Right click over a record modify the join permission of that record->add permitted users/roles.

Try importing the same record again.

Thanks,

Ravi

[Former Member · Accepted solution]

Hi Ravi,

Records are in checked out mode and there is no circle and when I move cursor on to that check out ICON it says its a member.. I also tried to add all the roles and I see only one user...

Still getting the same error.... I think its not possible to join the records if they are under workflow... Any one please comments if they are able to update or join the checked out records whcih are in workflow..

Also want to know is it possible to stop workflow all the record in check out mode ?

Thanks

Rajeev

[Former Member · Accepted solution]

Hi Rajeev,

I did not get this "Also want to know is it possible to stop workflow all the record in check out mode ?"

Do you want to Stop the WF and checkin?

Thanks,

Ravi

[former_member207367 · Accepted solution]

Hi Rajeev,

I tested the scenario....

Import canot be done against the records which were checked out in a workflow on a validaiton failure... it throws an error saying " Import failed. One or more destination records is protected".

if the records pass the validation and still checked out in that case the user who checked out the record and IM user are same we can update the records through Import manager.

Please raise an OSS note and let us know the solution too.

Regards

Sowseel

[Former Member · Accepted solution]

HI Sowseel,

Thanks a lot for testing it out!

To summarise,records who have failed a validation cannot be updated on Import,it is expected to update them through DM/Portal.

Yes raising an OSS could lead to a concrete answer but I guess this is by design made like this to ensure data consistency.

Hi Rajeev,

Please let us know your findings.

Thanks,

Ravi

[Former Member · Accepted solution]

Hi,

IIs it possible to stop the workflow in check out mode???... if its not possible to update the record which is in check out mode in workflow..

Regards,

Rajeev

[Former Member · Accepted solution]

HI Rajeev,

I dont think that option is available,it only has checkin,roll back and cascade.

Using cascade you can take to some other WF.

In your scenario,just to solve the stuck records you can try pushing the records beyond the validation step then possibly you can update through import.i.e.making validations true for all.

But you should take care that records are updated as per the validations.

What are the validations like?basically not null or complex validations are also in place?

Thanks,

Ravi

[Former Member · Accepted solution]

Hi Ravi,

Basically I dont want to check in the record if it fails the validations..... and these records are needed to be updated by some other feed and there the issue is..

As per the above messages its clear that we cant update the records if they are held in workflow.. so wondering atleast to stop the workflow and keep records in check in mode but this is also not possible....

Wondeirng how to proceed further..

Regards,

Rajeev

[Former Member · Accepted solution]

Hi Rajeev,

Are your results same when you try updating checkout records using Validate stencil and when using Branch.

I think branching should also be tried for validation and then try updating the failed branch.

Thanks,

Ravi

[Former Member · Accepted solution]

Hi Ravi,

IN workflow I am able to validate, assign and branch... I am unable to update through MDIS if the records are held in workflow..

And unable to stop the workflow in check out mode.

Regards,

Rajeev

[Former Member · Accepted solution]

Hi Rajeev,

I mean instead of using Validate stencil please create a branch with a validation group of all your valiudations,TRUE condition will go for approval branch,and FAIL condition will be in PROCESS step with Admin(in your case),who can then use IM to update it(worth a try)

Let me know your findings.

Thanks,

Ravi

[Former Member · Accepted solution]

Hi Ravi,

Thanks for your inputs its really helpful.

Regards,

Rajeev