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Author's profile photo Yun Wang

Archiving – New Functionality in 2011 Release

Hi All,


The 2011 release of SAP Cloud for Customer will provide the Archiving functionality. This will help you delete data from the system which has not been changed or used for a long time.

This blog post will cover this new feature.


Business Benefits

  • Reduces clutter by allowing to move irrelevant data into archive storage.
  • Helps improve performance by reducing data volumes.



The configuration and enablement is done through the Business configuration fine-tuning activity: Archiving Configuration.

Following standard Business Objects are available for the archiving feature.

  • Activity Task
  • Appointment
  • Chat
  • Contract
  • E-mail
  • Lead
  • Messaging Activity
  • Opportunity
  • Phone Call
  • Sales Order
  • Sales Quote
  • Ticket
  • Visit

The archiving enablement will not be set by default. This has to be done manually by setting the Archiving Enablement flag. This will also enable the other columns for maintenance. Please note that once the Archiving Enablement flag is set for the Business Object, it cannot be unset.

Following are the available retention periods:

Retention Period Before Archiving: Minimum number of days after the last change is made to a record before it is considered for archiving.

Retention Period Before Deletion: Number of days a record is kept in the archive before being finally deleted from the system.

Set Retention Periods for Archived Documents.

It is important to understand that the retention time doesn’t mean the entities will be archived directly. This means that they are candidates for business checks which in turn will decide if they can be archived or not.

For example, if a Sales Order has the Status as In Process and the Retention Period Before Archiving duration is in line, it will not get archived as the Sales Order is not completed yet.

Disable business checks for the business objects. Only Sales Quote, Sales Order, and Opportunity business objects support disabling business checks. If you select the Disable Business Checks option for business objects, all checks are disabled for the respective objects and based on the retention period, the system archives all transactions (including incomplete transactions).


Archiving View

If you want to search and display archived objects, you can do so by going to the Archiving work center view under the Administrator work center.

By using the dropdown list, you can do a search for a dedicated business object. Please note that you need to provide “*” if you would like to do the search for all objects.

Currently, the search only works on the ID and the Description of the Business Objects. By clicking on the document ID in the results, it will display more details of the documents in the Quick View or in the Thing Inspector (which can be opened out of the Quick View). The displayed Archived documents are read-only.

You can also find further details in the blog Archiving – What objects? What are the criteria? | SAP Blogs, Archiving – How it is designed, how does it work | SAP Blogs and in the SAP Cloud for Customer Help Documentation.


Best Regards,


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      Author's profile photo Anant Acharya
      Anant Acharya

      Nice blog Yun, thanks for explaining this new functionality.

      Author's profile photo Damodar Damodar
      Damodar Damodar


      How does it support when a customer wants to retain the data in an on-premise solution? Is it possible to filter the business objects ( activity type or ticket type ) in the archiving process?




      Author's profile photo Yun Wang
      Yun Wang
      Blog Post Author

      Hi Damodar,

      This blog is only for Cloud for Customer.

      Currently, it's not possible to filter the instances on fields like activity type or ticket type in the archiving process.


      Best Regards,



      Author's profile photo Bjarne Mollenhauer
      Bjarne Mollenhauer

      Hey Yun,

      I hope you can help me out here. Could you provide more details about the actual data which is archived for the objects?The documentation is missing this information. I wouldn´t like to test everything out and been still unsure about the true behaviour.

      Obvious data in SAP Standard fields will be stored. But what is with other fields or components?

      1. What is with KUT fields (Apdation Mode created)?
      2. What is with ZFields (PDI created)?
      3. What is with embedded component (PDI created)?

      Also intressting to know, what happens when a value isn´t valid anymore. Or in other case an entire field got deleted. Will this effect the archived data in anyway?

      Edit: What is with the historic data from an object, will this be stored to?



      Author's profile photo Gustavo Adolfo Arias Masis
      Gustavo Adolfo Arias Masis

      Hi Yun, I got some of Bjarne questions too.

      I also appreciate your blog entry, is very clear and simple to understand.

      Best regards

      Gustavo Arias

      Author's profile photo Yun Wang
      Yun Wang
      Blog Post Author

      Hi Gustavo Arias,

      The following blog may help you understand this feature.

      Archiving – How it is designed, how does it work | SAP Blogs

      Currently, this feature is available for the following standard BOs.

      • Activity
      • Sales Order
      • Customer Quote
      • Ticket

      This feature is instance(record) based. It considers the time when a instance under above BOs is not changed.

      If the KUT field and PDI field are extended under the above BOs and the extended BO is enabled for Archiving, they're under archiving control. Because the extension fields are included in the BO instance.

      EC is a way to display the data. For Embedded component, it depends on the BO binding. If EC is bound to the above BOs and this BO is enabled for the archiving, it's also under the archiving control. If EC is bound to one custom BO or other standard BOs, the data saved in the EC will not be controlled by this feature.


      Author's profile photo Dhanya KV
      Dhanya KV

      Well written blog Yun!

      Author's profile photo Loganathan P
      Loganathan P

      Hey Yun,

      Blog is nice and clear!!



      Author's profile photo Dhruvin Mehta
      Dhruvin Mehta

      I am going to enable this! Thanks a lot.