SAP File Lifecycle Management - What happens to a file when the approver of the file is transferred to another department?

[former_member309262]

What happened to the files of the user when a user is transferred or leaves the company?

[Former Member]

When a user is transferred or leaves the company, all the files being processed by the user should be transferred to a new user.

Every user has seven tabs where files can be available. When the user is transferred, we recommended that all the tabs are cleared before the transfer happens.

You can transfer the files available under different tabs as follows:

• Draft tab – Files in this tab can be:

o Set to In process – you can add a new user in the workflow and sending the file to the new user

o Closed– You can use a  Z Program to close all the files that are in draft status

• Substitute tab  - Files in this tab can be removed by deleting the Substitution set for this user

• Shared – Files in this tab can be sent back to the user who has shared them

• Tracked – Files in this tab can be untracked by a Z Program.  The system stores the details of the tracked files in the /PSINDS/A_TRACKR table. You can create a Z Program to untrack all the files that are tracked by the user

• Sent - Files in this tab remain unchanged

• Cabinet – Files in this tab can be moved to Intray. You can check the condition in Execute Action method for moving the files from cabinet to intray and create a Z Program to handle the mass movement of Cabinet files to Intray for a user

• Intray  - Files in this tab need to be assigned to new user. Below is a sample implementation to handle the mass transfer of Intray files to the new user

  Sample Z program for moving files from Intray of the transferred user to the inbox of new user:

Create a Program with 2 fields, From User and To User. Once they enter these entries and execute, retrieve all the files in Intray from the From User.  This can done with the below code

      DATA : lt_msg TYPE bapiret2_t,

        lt_entity TYPE /psinds/cl_files_srv_mpc=>tt_file_intray_et.

  CALL METHOD /psinds/cl_helper_file=>get_intry_items

    EXPORTING

      iv_type  = 'IN'              “Intray Entries

    IMPORTING

      et_items = lt_entity

      ct_msg   = lt_msg.

“Once you have all the Intray entries, use the below code to move the files to the new user

      data :ls_search type fpmgb_s_search_criteria,

        lt_search type fpmgb_t_search_criteria,

        ls_msg type bapiret2,

        lt_search_files type /psinds/cl_files_srv_mpc=>tt_file_search_et,

        ls_search_files type /psinds/cl_files_srv_mpc=>ts_file_search_et,

        ls_case_attr type bapiproptb,

        lt_case_attr type table of bapiproptb,

        lv_timestmp type tzntstmps,

        lv_str type string,

        lt_msg type bapiret2_t,

        lv_msg type bapiret2-message,

        wa_es_data type /psinds/cl_files_srv_mpc=>ts_fi_response_et ,

        it_es_data like table of wa_es_data,

        return type bapiret2,

        l_flag type xfeld,

        ls_file type /psinds/s_inbox_powl,

        lt_texttab type  table of char_132,

        ls_tline   type tline,

        admin_rsn type ref to /psinds/cl_bl_filenotings_op ,

        lt_tline type tlinetab,

        ls_texttab like line of lt_texttab,

        lv_uname type sy-uname,

        lo_ref_overdue type ref to /psinds/cl_bl_overduelog,

        lo_proute   type ref to /psinds/cl_bl_process_rt ,

        lv_pathid   type srmwfpthid ,

        lv_agent type sy-uname,

        lv_wiid  type sww_wiid,

        ls_bmsg     type bapiret2,

        lt_bmsg type bapiret2_t,

        lv_filetype type scmgcase_type,

        lt_sendto_details type /psinds/cl_bl_process_rt=>tt_sendto_data,

        ls_sendto_details like line of lt_sendto_details,

        l_adminreasstrng type string,

        lv_slen       type i,

        lv_obj        type otype,

        lv_user       type char12,

        l_plvar       type plvar,

        lt_result_tab type tswhactor,

        lt_result_objec type objec_t,

        lt_result_struc type struc_t,

        ls_result_objec  type objec,

        lv_ufname        type sy-uname,

        lt_inbox         type table of  swr_wihdr,

        lt_worklist_attr type table of swr_wiaddattr,

        ls_inbox type swr_wihdr,

        lss_inbox     type /psinds/s_inbox_powl,

        lv_retcode    type sy-subrc,

        lv_type(10)   type c,

        lv_found      type boolean,

        lv_guid       type scmg_case_guid ,

        ls_ainbox     type /psinds/s_inbox_powl,

        ls_param4 type /iwbep/s_mgw_name_value_pair,

        ls_file_intray type /psinds/cl_files_srv_mpc=>ts_file_intray_et

  .

data : lv_date(16) type c ,

        lv_time(5) type c.

  field-symbols : <fs_et_data> type standard table,

                  <fs_sr_data> type standard table,

                  <fs_dc_data> type standard table.

  data : begin of wa_wfpthid ,

           case_guid type scmg_t_case-case_guid ,

           wfpthid   type scmg_t_case-wfpthid ,

         end of wa_wfpthid ,

         it_wfpthid like table of wa_wfpthid with key case_guid.

  data : begin of wa_agent_wiid ,

           pathid     type srmwfpthps-pathid ,

           agent      type srmwfpthps-agent  ,

           posid_wiid type srmwfpthps-posid_wiid ,

           activity   type srmwfpthps-activity   ,

         end of wa_agent_wiid ,

         it_agent_wiid like table of wa_agent_wiid with key pathid .

  if it_items[] is not initial.

    select case_guid wfpthid

      into table it_wfpthid

      from scmg_t_case

      for all entries in it_items

      where case_guid = it_items-case_guid.

    if sy-subrc = 0.

      select  pathid agent posid_wiid activity

        into table it_agent_wiid

        from srmwfpthps

        for all entries in it_wfpthid

        where actarea = 'SCMG'

        and   pathid  =  it_wfpthid-wfpthid

        and   pospast = 'I'

        and   delflag = '' .

    endif.

  endif.

  lv_ufname = s_pernr1.                     “s_pernr1 is the From User

  loop at it_items into wa_items.

    clear : ls_file_intray ,  lv_msg , lt_inbox , wa_items_i , lt_sendto_details .

    ls_file_intray-case_guid = wa_items-case_guid .

    if ls_param4-value is initial.

      ls_param4-value = '00000000'.

    endif.

    ls_file_intray-latest_end_date = '00000000'.

    ls_file_intray-substitutefor = p_to_user_posid.       “p_to_user_posid is the position id of the To User. This position id would be inserted in the workflow    

    concatenate sy-datum+6(2) '.' sy-datum+4(2) '.' sy-datum+0(4) into lv_date.

    concatenate sy-uzeit+0(2) ':' sy-uzeit+2(2) into lv_time.

    concatenate lv_date lv_time into lv_date separated by space.

    concatenate  'This file is transferred by administrator('sy-uname') through mass transfer on '

       lv_date into ls_file_intray-subst_rsn separated by space.

    clear wa_wfpthid.

    read table it_wfpthid into wa_wfpthid

      with table key  case_guid = ls_file_intray-case_guid.

    read table it_agent_wiid into wa_agent_wiid

      with table key pathid = wa_wfpthid-wfpthid.

    if sy-subrc = 0.

      read table it_items_i into wa_items_i

        with table key case_guid = wa_items-case_guid.

      if wa_items_i is not initial.

        ls_file_intray-actdc = wa_agent_wiid-activity.

      endif.

    else.

      ls_msg-id = '/PSINDS/FLM'.

      ls_msg-number = 239.

      ls_search_files-msgtype = 'E'.

*          CLEAR lt_search_files.

      ls_search_files-msgid = ls_msg-number.

      ls_search_files-msgtype = 'E'.

      call function 'BAPI_MESSAGE_GETDETAIL'

        exporting

          id         = ls_msg-id

          number     = ls_msg-number

          textformat = 'HTM'

        importing

          message    = lv_msg.

      ls_search_files-msgtext = lv_msg.

      append ls_search_files to lt_search_files.

      if lv_msg is not initial.

        wa_files-remarks = lv_msg.

        modify it_files from wa_files transporting remarks

          where case_guid = wa_items-case_guid.

        clear lv_msg.

        continue.

      endif.

    endif.

    create object lo_proute

      exporting

        iv_pathid          = wa_wfpthid-wfpthid "  lv_pathid

      exceptions

        ex_pathid_notfound = 1.

    read table it_agent_wiid into wa_agent_wiid

      with table key pathid = wa_wfpthid-wfpthid .

    if sy-subrc = 0.

*        lv_agent = ls_position-agent.

      lv_slen = strlen( wa_agent_wiid-agent ).

      lv_slen = lv_slen - 2.

      lv_obj  = wa_agent_wiid-agent+0(2).

      lv_user = wa_agent_wiid-agent+2(lv_slen).

      call function 'CONVERSION_EXIT_ALPHA_OUTPUT'

        exporting

          input  = lv_user

        importing

          output = lv_user.

      lv_wiid = wa_agent_wiid-posid_wiid.

*     

        if lv_msg is not initial.

          wa_files-remarks = lv_msg.

          modify it_files from wa_files transporting remarks

            where case_guid = wa_items-case_guid.

          clear lv_msg.

          continue.

        endif.

        "Write the reason for the approval in the notes and also capture the overdue log

        l_flag = /psinds/cl_bl_overduelog=>get_logging_state( ).

        if l_flag is not initial.

          create object lo_ref_overdue

            exporting

              iv_user      = lv_uname

              iv_logenable = l_flag.

          if ls_file-wi_id is not initial.

            call method lo_ref_overdue->check_log_wi_overdue_data

              exporting

                iv_wiid = lv_wiid.

          endif.

        endif.

        l_adminreasstrng = ls_file_intray-subst_rsn.

        clear lt_texttab.

        call method cl_swf_utl_convert_xstring=>xstring_to_table

          exporting

            i_stream      = l_adminreasstrng

          importing

            e_table       = lt_texttab

          exceptions

            invalid_input = 1

            invalid_table = 2

            others        = 3.

        if sy-subrc <> 0.

          ls_msg-id = '/PSINDS/FLM'.

          ls_msg-number = 344.

          ls_search_files-msgtype = 'E'.

*          CLEAR lt_search_files.

          ls_search_files-msgid = ls_msg-number.

          ls_search_files-msgtype = 'E'.

          call function 'BAPI_MESSAGE_GETDETAIL'

            exporting

              id         = ls_msg-id

              number     = ls_msg-number

              textformat = 'HTM'

            importing

              message    = lv_msg.

          message lv_msg type ls_search_files-msgtype.

          ls_search_files-msgtext = lv_msg.

          append ls_search_files to lt_search_files.

        endif.

        if lv_msg is not initial.

          wa_files-remarks = lv_msg.

          modify it_files from wa_files transporting remarks

            where case_guid = wa_items-case_guid.

          clear lv_msg.

          continue.

        endif.

        lv_guid = wa_items-case_guid.

        clear lt_tline[].

        loop at lt_texttab into ls_texttab.

          ls_tline-tdformat = '*'.

          ls_tline-tdline = ls_texttab.

          append ls_tline to lt_tline.

        endloop.

        create object admin_rsn

          exporting

            asst_flag       = ' '

            im_case_guid    = wa_items-case_guid "  lv_guid

          exceptions

            open_file_error = 1

            open_note_error = 2

            others          = 3.

        if sy-subrc <> 0.

          ls_msg-id = '/PSINDS/FLM'.

          ls_msg-number = 352.

          ls_search_files-msgtype = 'E'.

          ls_search_files-msgid = ls_msg-number.

          ls_search_files-msgtype = 'E'.

          call function 'BAPI_MESSAGE_GETDETAIL'

            exporting

              id         = ls_msg-id

              number     = ls_msg-number

              textformat = 'HTM'

            importing

              message    = lv_msg.

          message lv_msg type ls_search_files-msgtype.

          ls_search_files-msgtext = lv_msg.

          append ls_search_files to lt_search_files.

        endif.

        if lv_msg is not initial.

          wa_files-remarks = lv_msg.

          modify it_files from wa_files transporting remarks

            where case_guid = wa_items-case_guid.

          clear lv_msg.

          continue.

        endif.

        call method admin_rsn->/psinds/if_bl_ofcr_op~save

          exporting

            im_case_guid = lv_guid

            im_text_id   = '0006'

            im_text_tab  = lt_tline

            im_wfid      = lv_wiid.

*          changing

*             ct_msg                 = ct_msg.

        concatenate 'S' ls_file_intray-substitutefor into

          ls_sendto_details-agent separated by space.

        ls_sendto_details-activity = wa_agent_wiid-activity. " ls_file_intray-actdc. SFSDFSDF

        if ls_file_intray-latest_end_date is initial.

          ls_file_intray-latest_end_date = '00000000'.

        endif.

        ls_sendto_details-posid_led = ls_file_intray-latest_end_date.

        ls_sendto_details-duedays = ls_file_intray-duedate.

        append ls_sendto_details to lt_sendto_details.

        call method lo_proute->send_to_wrapper

          exporting

            iv_wi_id          = lv_wiid    " Work item ID

            it_sendto_data    = lt_sendto_details    " Structure for Creating Process Route Items

            iv_flag_on_compwi = 'X'     " Boolean Variable (X=True, -=False, Space=Unknown)

          changing

            ct_msg            = lt_bmsg.

        loop at lt_bmsg into ls_bmsg where type = 'E'.

          ls_msg-id = ls_bmsg-id .

          ls_msg-number = ls_bmsg-number.

          ls_search_files-msgtype = ls_bmsg-type.

          call function 'BAPI_MESSAGE_GETDETAIL'

            exporting

              id         = ls_msg-id

              number     = ls_msg-number

              textformat = 'HTM'

            importing

              message    = lv_msg.

          message lv_msg type ls_search_files-msgtype.

          ls_search_files-msgtext = lv_msg.

          append ls_search_files to lt_search_files.

          exit.

        endloop.

        if lv_msg is not initial.

          wa_files-remarks = lv_msg.

          modify it_files from wa_files transporting remarks

            where case_guid = wa_items-case_guid.

          clear lv_msg.

          continue.

        endif.

        ls_ainbox-case_guid = lv_guid.

        call method /psinds/cl_bl_ofcr_file_op=>delete_from_sst_inbox

          exporting

            iv_username  = lv_ufname    " Created by

            is_inbox     = ls_ainbox    " DS:Structure for In Tray

            iv_filetype  = lv_filetype    " Case Type

            iv_case_guid = lv_guid    " Technical Case Key (Case GUID)

            iv_search    = 'X'

          changing

            cs_msg       = ls_bmsg.

        if ls_msg is not initial.

*          append ls_bmsg to ct_msg.

          ls_msg-id = ls_bmsg-id .

          ls_msg-number = ls_bmsg-number.

          ls_search_files-msgtype = ls_bmsg-type.

          call function 'BAPI_MESSAGE_GETDETAIL'

            exporting

              id         = ls_msg-id

              number     = ls_msg-number

              textformat = 'HTM'

            importing

              message    = lv_msg.

          message lv_msg type ls_search_files-msgtype.

          ls_search_files-msgtext = lv_msg.

          append ls_search_files to lt_search_files.

        endif.

        if lv_msg is not initial.

          wa_files-remarks = lv_msg.

          modify it_files from wa_files transporting remarks

            where case_guid = wa_items-case_guid.

          clear lv_msg.

          continue.

        endif.

        call method /psinds/cl_bl_ofcr_file_op=>delete_attach_file

          exporting

            iv_cfile    = lv_guid   " Technical Case Key (Case GUID)

*           iv_afile    =     " Technical Case Key (Case GUID)

            iv_wfid     = lv_wiid     " Work item ID

            iv_isdelete = ''   " Single-Character Flag

          importing

            es_msg      = ls_bmsg.     " Return Parameter

        if ls_bmsg-type = 'E'.

*          append ls_bmsg to ct_msg.

          ls_msg-id = ls_bmsg-id .

          ls_msg-number = ls_bmsg-number.

          ls_search_files-msgtype = ls_bmsg-type.

          call function 'BAPI_MESSAGE_GETDETAIL'

            exporting

              id         = ls_msg-id

              number     = ls_msg-number

              textformat = 'HTM'

            importing

              message    = lv_msg.

*

          if lv_msg is not initial.

            wa_files-remarks = lv_msg.

            modify it_files from wa_files transporting remarks

              where case_guid = wa_items-case_guid.

            clear lv_msg.

            continue.

          endif.

        endif.

        if lt_search_files is initial.

          ls_case_attr-name = 'CHANGED_BY'.

          ls_case_attr-value = lv_uname.

          append ls_case_attr to lt_case_attr.

          ls_case_attr-name = 'CHANGE_TIME'.

          clear lv_str.

          concatenate sy-datum sy-uzeit into lv_str.

          lv_timestmp = lv_str.

          ls_case_attr-value = lv_timestmp.

          append ls_case_attr to lt_case_attr.

          call function 'BAPI_CASE_CHANGEATTRIBUTES'

            exporting

              guid            = lv_guid

            importing

              return          = return

            tables

              case_attributes = lt_case_attr.

        endif.

        read table lt_msg into ls_msg with key type = 'E'.

        if sy-subrc = 0.

          wa_es_data-msg_id = ls_msg-number.

          wa_es_data-msg_type = 'E'.

          call function 'BAPI_MESSAGE_GETDETAIL'

            exporting

              id         = ls_msg-id

              number     = ls_msg-number

              textformat = 'HTM'

            importing

              message    = lv_msg.

          wa_es_data-msg_text = lv_msg.

          if lv_msg is not initial.

            wa_files-remarks = lv_msg.

            modify it_files from wa_files transporting remarks

              where case_guid = wa_items-case_guid.

            clear lv_msg.

            continue.

          endif.

        else.

          wa_es_data-msg_id = 107.

          wa_es_data-msg_type = 'S'.

          call function 'BAPI_MESSAGE_GETDETAIL'

            exporting

              id         = '/PSINDS/FLM'

              number     = 107

              textformat = 'HTM'

            importing

              message    = lv_msg.

          message lv_msg type wa_es_data-msg_type.

          wa_es_data-msg_text = lv_msg.

          append wa_es_data to it_es_data.

          if lv_msg is not initial.

            wa_files-remarks = lv_msg.

            modify it_files from wa_files transporting remarks

              where case_guid = wa_items-case_guid.

            clear lv_msg.

            continue.

          endif.

        endif.

    endif.

  endloop.