Archiving Emails in CRM

[saumya_govil]

Hi Experts,

I am trying to archive E-mails recieved in the CRM system.

To do so, I am trying to schedule a SARA job to archive WORKITEMS in the system.

But when I try to execute the report WORKITEM_WRI in test mode and enter the parameters, I get the following error:

"No work items for archiving exist for your selection".

Is it the correct way to archive e-mails? Else, what is the exact procedure to be followed for the same.

Any help on the same would be highly appreciated.

Regards,

Saumya

[Former Member · Accepted solution]

Hello,

Work Items archiving and Email archiving is entirely different.

Important table related to CRM Emails:

1. CRMD_ERMS_HEADER - Statistical data header

2. CRMD_ERMS_STEP - Statistical data step

3. BCST_SR - Status of Send Orders

4. SOOD - Object Definition - When email comes to SAP system then this table is updated.

5. SOC3 - DB for objects (import/export)- This table contains the content information of the email.

6. SOFFCONT1 - Table for Document Contents (import/export)- Attachments are updated in this table

7. SOFFLOIO - Instances of Logical Information Objects - Only out going emails logical ID are updated in this table

8. SOFFPHIO - Instances of Physical Information Object - Only out going emails physical ID are updated in this table

9. SOFFPHFK - File Name of Last Checkout.

There are 2 things that you have to consider inorder to archive Emails:

1. Relocate attachments from Incoming and outgoing mails or attachments from SAP Office from table SOFFCONT1 table.

>> For Relocation you have to run program RSIRPIRL

2. Archiving of emails in text format from SOC3

>> For archiving email text in sap office you have to run Mass archivng program from transaction SOY8.

Suggestion: If you are concerned on SOFFCONT1 table (Normaly it consumes more space in database) then just run the relocation program with all required configurations.

As email information in SOOD, SOFM, & so on will not occupy more space so you can consider not to archive this.

Hope this information will help you.

-Thanks,

Ajay

[former_member187490]

Hi All,

SAP Note 904711 also has some useful information about how to "archive" email attachments on a separate content management server (rather than storing the attachments in table SOFFCONT1). As attachments are usually the largest and most problematic part of emails, this is a good first step to freeing up database space and improving system performance for emails.

I've also written a short article about email archiving that may help.

Best regards,

John

[Former Member]

Hello Saumya,

In general, the IC WebClient supports two different channels for e-mails

:

- SAP Connect (**USED IN GLANBIA**)

- ICI (Integrated Communication Interface)

If you use SAP Connect, all incoming e-mails trigger a workflow. A corre

sponding work item is generated respectively and business content (busin

ess partner, campaign and so on) is determined. The e-mail itself is sto

red in the form of an SAP Office document on the CRM server and referenc

ed by the workitem.

I guess that being the case these e-mails would exist as workitems and s

hould be archived using the archiving object "WORKITEM" Work Items from

Workflow System. Is this the case?

In your case I understand the workitems to be archived are not selected or if selected and still not recognised

refer oss 1583951:Archiving: Result of selection is empty

Also refer Oss note 573656 and 621258.

For general archiving information refer

http://help.sap.com/saphelp_nw04/helpdata/en/8d/3e4bb1462a11d189000000e8323d3a/frameset.htm

Regards,

Reshma Rao

Edited by: Reshma Mohan Rao on Oct 13, 2011 9:50 PM