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© 2011 SAP AG 1

SAP CRM Data Archiving and

Reloading

Applies to:

SAP CRM 2007 and above. For more information, visit the Customer Relationship Management homepage.

Summary

This article is based on a customer specific requirement which I have undertaken on a project. It describes a scenario where CRM data archiving and reloading can be achieved step-by-step.

Author: Nitin Gupta

Company: Tata Consultancy Services Ltd.

Created on: 14 June 2011

Author Bio

I’m Nitin Gupta, working with Tata Consultancy Services as CRM ABAP Developer. I have 3 years of experience in the domain of SAP CRM. I have undertaken projects for customers based in India.

https://www.sdn.sap.com/irj/sdn/bpx-crm

SAP CRM Data Archiving and Reloading


© 2011 SAP AG 2

Table of Contents

Introduction ......................................................................................................................................................... 3

Issues Related to Huge Data Volumes ............................................................................................................... 3

Benefits of Data Archiving .................................................................................................................................. 3

Steps in CRM Orders Archiving .......................................................................................................................... 3

Archiving Objects: ........................................................................................................................................... 3

Step 1: Pre Processing ................................................................................................................................... 5

Step 2: Writing to Archive File ......................................................................................................................... 5

Step 3: Deletion ............................................................................................................................................... 6

Step 4: Reading the Archived Data ................................................................................................................. 6

Reloading ............................................................................................................................................................ 7

Create ZARCH Function Group, a copy of ARCH Function Group ................................................................ 7 The Source Code of the Report for Reloading Orders is as: ........................................................................................ 7

Changes to be Performed at Various Places are as: .................................................................................... 13 Changes in Function Modules: ................................................................................................................................... 13

Changes in Include Programs:- .................................................................................................................................. 13

Assumptions and Limitations: ........................................................................................................................... 17

Related Content ................................................................................................................................................ 18

Disclaimer and Liability Notice .......................................................................................................................... 19



© 2011 SAP AG 3

Introduction

This document will give a structured view of how orders in CRM are archived and reloaded back into the database. The techniques explained here can be replicated to perform archiving and reloading of data corresponding to other CRM business objects with minor modifications. The business objects covered in this document correspond to sales, service, complaint and lead transactions.

Issues Related to Huge Data Volumes

Today even the most modern and technologically advanced database systems can suffer from performance bottlenecks caused by large data volumes. On the application side these bottlenecks manifest themselves in the form of poor system performance and on the administration side in the form of an increased use of resources. High data volumes can also have a considerable effect on the Total Cost of Ownership of a system, in spite of falling storage prices.

To avoid the negative effects of large data volumes on costs, performance and system availability, business complete data, which is data no longer needed in everyday business processes, should be removed from the database. However, simply deleting this data is not a useful option in most cases, because often times the data still needs to be available for read accesses. Therefore the data needs to be removed from the database and stored in such a way that it can still be read-accessed later.

Benefits of Data Archiving

Greater System Availability

Improved Performance and Response Times

Save Costs by Optimizing Your Available Resources

Steps in CRM Orders Archiving

1. Pre processing 2. Writing to archive file 3. Deletion from tables 4. Reading the archived data

Note : BASIS steps involved:- Separate file system needs to setup by Basis team:- Specifying Logical file name and file path File names and file paths can be client-specific (transaction FILE) or cross-client (transaction SF01). Logical file path is ARCHIVE_GLOBAL_PATH and logical file name is ARCHIVE_DATA_FILE Assign the Logical file name to Archiving object IDOC(AOBJ)

Archiving Objects:

Sales transaction : CRM_SALDOC

Service transaction : CRM_SERORD

Complaints : CRM_COMP

Lead : CRM_LEAD

Use the SARA transaction, select the archiving object and click on customising. Select technical settings in the pop up window.



© 2011 SAP AG 4

In the next screen select the logical file name and other options



© 2011 SAP AG 5

Step 1: Pre Processing

For CRM order archiving the pre processing step is vital. The Pre processing involves the following steps :-

Step 1: Identify the orders that are to be archived according to the business requirement.

Step 2: Fill the field ‘Verify_date’ of the order with a timestamp value (IMP: this field can never be left blank ).

Step 3: The statuses ‘Can be archived’ and ‘Can be deleted’ need to be set in CRM_JEST for the orders.

Use the function module ‘CRM_ARC_SET_STATUS’ for this purpose as :-

LS_GUID-OBJ_GUID = WA_CRMD_H-GUID.

LS_GUID-FLAG_ARCHIVABLE = 'X'.

APPEND LS_GUID TO IT_GUID.

CALL FUNCTION 'CRM_ARC_SET_STATUS'

TABLES

PT_OBJGUIDS = IT_GUID.

The selected orders are now ready to be written to archive file.

Step 2: Writing to Archive File

Goto SARA (T-code) -> Enter the archiving object -> Click on Write button.

Enter a Variant name and click on maintain.

Set the input values such as Transaction Type(s), Transaction Number(s), Changed at date range etc.



© 2011 SAP AG 6

Save, go back. Maintain start date, time and spool parameters and Execute. This schedules a background job which can be seen by clicking on the ‘Job’ button.

Go back to the initial Archive administration screen and click on ‘Management’ button. The archive session would be generated in incomplete state.

Step 3: Deletion

Goto SARA (T-code) -> Enter the archiving object -> Click on Delete button.

In the Archive Selection select the archived package to be deleted. Maintain start date, time and spool parameters and Execute. This schedules a background job which can be seen by clicking on the ‘Job’ button.

Go back to the initial Archive administration screen and click on ‘Management’ button. The archive session would now be completed.

Step 4: Reading the Archived Data

To read the data first we have to activate the corresponding archive infostructure using the transaction SARI. Eg. For sales orders it is SAP_CRM_SALDOC.

After activation of the infostructure one can view the data from SARA (T-code) -> Enter the archiving object -> Click on Read button.

Also at any point in the archiving one can see the archived data using the transaction AS_AFB.



© 2011 SAP AG 7

Reloading

Reloading your SAP data back into your database is risky and it should be avoided as preached by SAP itself. No standard report is provided by SAP for reloading. One has to create a report for reloading data corresponding to archiving objects. Following is the approach for reloading your data back to your database:-

Create ZARCH Function Group, a copy of ARCH Function Group

The Source Code of the Report for Reloading Orders is as:

*************************** REPORT STARTS *****************************

************ declaration ********************************

tables: CRMD_ORDERADM_H.

TYPE-POOLS : VRM.

data: archive_handle like sy-tabix.

data: gv_is_crm type c, gv_commit type i, gc_commit type i value 300.

data: a_name like heada-arkey,

gv_cnt_del type i,

gv_cnt_read type i.

data: lv_data type ref to data .

FIELD-SYMBOLS : <FS_valu> TYPE ANY ,

<FS_LINE> TYPE ANY,

<FS_FIELD> TYPE ANY.

DATA: PARAM TYPE VRM_ID,

VALUES TYPE VRM_VALUES,

VALUE LIKE LINE OF VALUES.

data : gv_arch like arch_obj-object,

wa_crmd_header type CRMD_ORDERADM_H .

**********************************************************

******* selection screen ********************************

SELECTION-SCREEN BEGIN OF BLOCK B1 WITH FRAME TITLE TEXT-001.

*parameters: gv_arch like arch_obj-object default 'CRM_'.

PARAMETERS : OBJECT(10) AS LISTBOX VISIBLE LENGTH 10.

*parameters: testrun like boole-boole .

parameters: gv_objap like tbz1-objap no-display.

SELECTION-SCREEN END OF BLOCK B1.

SELECTION-SCREEN BEGIN OF BLOCK B2 WITH FRAME TITLE TEXT-002.

PARAMETERS : order_id like CRMD_ORDERADM_H-object_id .

SELECTION-SCREEN END OF BLOCK B2.

*********************************************************

AT SELECTION-SCREEN OUTPUT.



© 2011 SAP AG 8

PARAM = 'OBJECT'.

VALUE-KEY = 'CRM_SALDOC'.

VALUE-TEXT = 'CRM_SALDOC' .

APPEND VALUE TO VALUES.

VALUE-KEY = 'CRM_SERORD'.

VALUE-TEXT = 'CRM_SERORD' .


VALUE-KEY = 'CRM_COMP'.

VALUE-TEXT = 'CRM_COMP' .


VALUE-KEY = 'CRM_LEAD'.

VALUE-TEXT = 'CRM_LEAD' .


CALL FUNCTION 'VRM_SET_VALUES'

EXPORTING

ID = PARAM

VALUES = VALUES.

******************* code starts ************************

START-OF-SELECTION .

gv_arch = object .

if order_id is not initial and OBJECT is not INITIAL .

perform get_customizing

using

gv_arch

changing

gv_commit

gv_is_crm.

perform reload_tables

using

a_name

gv_commit

gv_cnt_del

gv_cnt_read

gv_objap.

endif.

*&---------------------------------------------------------------------*

*& Form get_customizing

*&---------------------------------------------------------------------*

* text

*----------------------------------------------------------------------*

* -->PV_ARCH text

* -->PV_COMMIT text



© 2011 SAP AG 9

* -->PV_IS_CRM text

*----------------------------------------------------------------------*

form get_customizing

using pv_arch type OBJCT_TR01

changing pv_commit type i

pv_is_crm type c.

data: lT_CVERS TYPE CVERS OCCURS 5 WITH HEADER LINE.

call function 'ZARCHIVE_GET_CUSTOMIZING_DATA'

EXPORTING

object = pv_arch

IMPORTING

commit_count_for_delete_prg = pv_commit.

if pv_commit is initial.

pv_commit = gc_commit.

endif.

endform. "get_customizing

*&---------------------------------------------------------------------*

*& Form delete_tables

*&---------------------------------------------------------------------*

* text

*----------------------------------------------------------------------*

* -->PA_NAME text

* -->PV_COMMIT text

* -->PV_CNT_DEL text

* -->PV_CNT_READ text

* -->IV_BDT_OBJECT text

*----------------------------------------------------------------------*

form reload_tables

using pa_name type ARKEY

pv_commit type i

pv_cnt_del type i

pv_cnt_read type i

iv_bdt_object type bu_objap.

*------ lokale Daten ---------------------------------------------------

TABLES: ARC_BUFFER, FILENAME, FILEPATH, FILENAMECI.

data: archive_handle like sy-tabix, "Handle zu dieser Datei

lt_return like bus_return occurs 0 with header line,

lv_fatal_error type xflag,

lv_commit type i,

ls_return type bapiret2,

lv_record_ref TYPE REF TO DATA.

DATA: LIN1 TYPE I VALUE 0.



© 2011 SAP AG 10



data: lv_flag_found(1) type c.

data:BEGIN OF lt_temp_data OCCURS 0,

tab_name type ARC_BUFFER-RNAME,

tab_data TYPE REF TO data,

END OF lt_temp_data.

data: it_temp_data like TABLE OF lt_temp_data,

wa_temp_data like LINE OF it_temp_data,

lv_tab_name type ARC_BUFFER-RNAME,

lv_tab_data TYPE REF TO data .

*------ Code -----------------------------------------------------------

pv_cnt_del = 0.

pv_cnt_read = 0.

lv_commit = 0.

*------ Zeitpunkt ARCH4 ------------------------------------------------

*------ Archivdatei für Löschen öffnen ---------------------------------

* call function 'ARCHIVE_OPEN_FOR_READ'

* EXPORTING

* object = gv_arch

* test_mode = testrun

* IMPORTING

* archive_handle = archive_handle

* EXCEPTIONS

* no_files_available = 1.

CALL FUNCTION 'ZARCHIVE_OPEN_FOR_READ'

EXPORTING

* ARCHIVE_DOCUMENT = '000000'

* ARCHIVE_NAME = ' '

OBJECT = gv_arch

* MAINTAIN_INDEX = ' '

IMPORTING

ARCHIVE_HANDLE = archive_handle

* TABLES

* ARCHIVE_FILES =

* SELECTED_FILES =

EXCEPTIONS

FILE_ALREADY_OPEN = 1

FILE_IO_ERROR = 2

INTERNAL_ERROR = 3

NO_FILES_AVAILABLE = 4

OBJECT_NOT_FOUND = 5

OPEN_ERROR = 6

NOT_AUTHORIZED = 7

OTHERS = 8

.

IF SY-SUBRC <> 0.

* MESSAGE ID SY-MSGID TYPE SY-MSGTY NUMBER SY-MSGNO

* WITH SY-MSGV1 SY-MSGV2 SY-MSGV3 SY-MSGV4.



© 2011 SAP AG 11

ENDIF.

call function 'ZARCHIVE_GET_INFORMATION'

EXPORTING

archive_handle = archive_handle

IMPORTING

archive_name = pa_name.

do.

call function 'ZARCHIVE_GET_NEXT_OBJECT'

EXPORTING

archive_handle = archive_handle

EXCEPTIONS

end_of_file = 01.

if sy-subrc <> 0.

exit.

endif.

add 1 to lv_commit.

add 1 to pv_cnt_read.

* lv_flag_found = 0 .

do.

CALL FUNCTION 'ZARCHIVE_GET_NEXT_RECORD'

EXPORTING

ARCHIVE_HANDLE = archive_handle

IMPORTING

* RECORD = ARC_BUFFER-SEGMENT

RECORD_REF = lv_data

RECORD_STRUCTURE = ARC_BUFFER-RNAME

EXCEPTIONS

END_OF_OBJECT = 1.

IF SY-SUBRC <> 0.

* MESSAGE ID SY-MSGID TYPE SY-MSGTY NUMBER SY-MSGNO

* WITH SY-MSGV1 SY-MSGV2 SY-MSGV3 SY-MSGV4.

lv_flag_found = 0 .

exit.

ENDIF.

if ARC_BUFFER-RNAME <> 'CRMD_ORDERADM_H' and lv_flag_found <> 1 .

wa_temp_data-tab_name = ARC_BUFFER-RNAME .

wa_temp_data-tab_data = lv_data .

append wa_temp_data to it_temp_data .

elseif ARC_BUFFER-RNAME = 'CRMD_ORDERADM_H' .

ASSIGN lv_data->* TO <FS_VALU> .

wa_crmd_header = <FS_VALU> .

if wa_crmd_header-object_id = order_id.



© 2011 SAP AG 12

lv_flag_found = 1 .

loop at it_temp_data into wa_temp_data .

lv_tab_name = wa_temp_data-tab_name .

lv_tab_data = wa_temp_data-tab_data .

ASSIGN lv_tab_data->* TO <FS_LINE> .

insert into (lv_tab_name) values <FS_LINE> .

endloop.

CLEAR wa_temp_data .

REFRESH it_temp_data .

ASSIGN lv_data->* TO <FS_LINE> .

insert into (ARC_BUFFER-RNAME) values <FS_LINE> .

else.

CLEAR wa_temp_data .

REFRESH it_temp_data .

lv_flag_found = 0 .

exit.

endif.

elseif ARC_BUFFER-RNAME <> 'CRMD_ORDERADM_H' and lv_flag_found = 1 .

ASSIGN lv_data->* TO <FS_LINE> .

insert into (ARC_BUFFER-RNAME) values <FS_LINE> .

endif.

enddo.

if lv_flag_found = 0 .

exit.

endif.

enddo.

call function 'ZARCHIVE_CLOSE_FILE'

EXPORTING

archive_handle = archive_handle.

endform. "reload_tables

******************* REPORT ENDS *****************************



© 2011 SAP AG 13

Changes to be Performed at Various Places are as:

Changes in Function Modules:

FUNCTION ZARCHIVE_GET_NEXT_OBJECT.

The following statement is added immediately after data declaration :-

lv_include3_iteration = 0 . " for next order

FUNCTION ZARCHIVE_CLOSE_FILE.

Following lines commented :-

* IF lr_admin->current_focus-is_object = gc_boolean_true. " changed from <> to =

* error_handling_with_msg

* wrong_access_to_archive '275' 'ARCHIVE_CLOSE_FILE'

* lr_admin->current_focus-class space space.

* ENDIF.

Changes in Include Programs:-

INCLUDE: LZARCHTOP:

The following variables are added in the Global data:-

data : lv_include3_iteration type int4 ,

lv_tab_index type sy-tabix .

CALSS : CLASS cl_session_admin DEFINITION ABSTRACT :-

Current_focus is initially read only, so remove the read only property :-

current_focus TYPE cl_class=>ty_object_class_specifier , "READ-ONLY,

INCLUDE: LZARCHF03:

Following is the source code of the implementation of the method get_record. The statements highlighted in ‘yellow’ color are added/changed in the code :-

METHOD get_record.

DATA:

ls_focus LIKE me->r_admin->current_focus,

l_caller TYPE string, " for error messages

ls_data_object LIKE LINE OF me->t_data_object,

* ls_data_object1 LIKE LINE OF me->r_admin,

l_working_index TYPE me->ty_index,

ls_conversion_info

TYPE LINE OF cl_nametab_admin_r=>ty_struc_id_conv_routines.

FIELD-SYMBOLS : <lv_tab_siz> type cl_data_container=>ty_content .

CLEAR:

pr_record, ps_flags, p_length, p_index, p_structure, p_alias.

ls_focus = me->r_admin->current_focus.



© 2011 SAP AG 14

IF ls_focus-is_object = gc_boolean_true.

l_caller = me->r_admin->current_object.

ELSE.

l_caller = ls_focus-class.

ENDIF.

READ TABLE me->t_data_object INTO ls_data_object

WITH TABLE KEY s_owner = ls_focus is_meta = gc_boolean_false.

IF NOT sy-subrc IS INITIAL.

MESSAGE e260 WITH l_caller

RAISING end_of_object.

ENDIF.

ASSIGN ls_data_object-R_CONTAINER->* to <lv_tab_siz> .

DESCRIBE TABLE <lv_tab_siz> .

if sy-tfill = ls_data_object-index .


WITH KEY s_owner = 'FADDRESS' .

ls_data_object-index = 1 .

MODIFY TABLE me->t_data_object FROM ls_data_object

TRANSPORTING index.


WITH KEY is_meta = gc_boolean_false index = '1-'.




ENDIF.

ls_focus = ls_data_object-s_owner .

me->r_admin->current_focus = ls_focus .

endif.

**************code for ibases ***************

if l_caller = 'CRM_IBASE' .

if sy-tfill = 0 .



TRANSPORTING index.


WITH KEY s_owner = 'FADDRESS' .



TRANSPORTING index.


WITH KEY is_meta = gc_boolean_false index = '1-'.



© 2011 SAP AG 15




ENDIF.

ls_focus = ls_data_object-s_owner .

me->r_admin->current_focus = ls_focus .

endif.

endif.

************************************************

IF ls_data_object-is_unwrapped = gc_boolean_false.

lv_include3_iteration = 0 . " nitin

me->unwrap_container(

ps_owner = ls_focus p_is_meta = gc_boolean_false ).


WITH TABLE KEY s_owner = ls_focus is_meta = gc_boolean_false.

ENDIF.

" determine which entry to read in data container

IF p_req_index IS SUPPLIED.

l_working_index = p_req_index.

ELSE.

" no index given, therefore read next entry

IF ls_data_object-index = me->c_index_undefined.

l_working_index = 1.

ELSEIF ls_data_object-index = me->c_index_end_of_object.



ELSE.

l_working_index = ls_data_object-index + 1.

ENDIF.

ENDIF.

DO.

CALL METHOD me->read_record_information

EXPORTING

p_container_type = ls_data_object-container_type

pr_container = ls_data_object-r_container

p_index = l_working_index

IMPORTING

p_structure = p_structure

p_alias = p_alias

ps_flags = ps_flags

EXCEPTIONS

no_record = 1.


IF p_update_curr_index = gc_boolean_true.

ls_data_object-index = me->c_index_end_of_object.


TRANSPORTING index.

ENDIF.



© 2011 SAP AG 16



ENDIF.

" check whether the structure still exists in DDIC

READ TABLE me->r_conversion_info->* INTO ls_conversion_info

WITH KEY s_struc_id-struc_name = p_structure.


MESSAGE e261 WITH p_structure

RAISING structure_without_nametab.

ENDIF.

IF ls_conversion_info-s_struc_id-add_id

<> cl_nametab_admin_r=>c_structure_does_not_exist.

EXIT.

ENDIF.

" this structure does not exist in DDIC anymore.

" let's pretend it's not in the data container

ADD 1 TO l_working_index.

ENDDO.

IF p_req_structure IS NOT INITIAL

AND p_structure <> p_req_structure.

MESSAGE e292 WITH p_req_structure

RAISING end_of_level.

ENDIF.

IF p_update_curr_index = gc_boolean_true.

ls_data_object-index = l_working_index.


TRANSPORTING index.

ENDIF.

p_index = l_working_index.

IF NOT pr_record IS REQUESTED.

" the record itself is not requested,

" PR_RECORD, P_LENGTH will not be supplied

RETURN.

ENDIF.

CALL METHOD me->read_record

EXPORTING

p_container_type = ls_data_object-container_type

pr_container = ls_data_object-r_container

p_index = l_working_index

p_structure = p_structure

p_convert = p_convert

IMPORTING

pr_record = pr_record

p_length = p_length.

RETURN.

ENDMETHOD. " get_record



© 2011 SAP AG 17

The statements highlighted in yellow are changed. ZARCH(function pool program name) is written in place of (ls_registered_class-progname), at various places, in the methods mentioned below :-

METHOD execute_put_methods.

IN PROGRAM ZARCH "(ls_registered_class-progname) "changes for reloading

METHOD execute_put_methods.

IN PROGRAM ZARCH "(ls_registered_class-progname) "changes for reloading

INCLUDE: LZARCHF05:

The statements highlighted in yellow are changed. ZARCH(function pool program name) is written in place of (ls_class_info-progname), at various places, in the methods mentioned below :-

METHOD initialize.

IN PROGRAM ZARCH " (ls_class_info-progname) "changes for reloading

Assumptions and Limitations:

A. A copy of the ARCH function group was used in this approach, but it can also be enhanced.

B. One of the short comings of SAP CRM data archiving is that data corresponding to ADRC and a couple of other address related tables is lost once deletion is done. This data is not archived. To overcome this the following approach was implemented :-

1. ZADRC, a copy of ADRC table is created. 2. At the time of archiving, in the pre-process report created, copy the data from ADRC to ZADRC

corresponding to the archiving objects. 3. Archive the ZADRC table using the z-tables archiving strategy. 4. While reloading, reload the ZADRC table and copy the data back to ADRC table.



© 2011 SAP AG 18

Related Content

Data Archiving in SAP CRM

Data Archiving in CRM: a Brief Overview

Archiving Your SAP Data - SAP PRESS

For more information, visit the Customer Relationship Management homepage

http://help.sap.com/saphelp_crm70/helpdata/EN/4e/309e3a462f8a09e10000000a114084/content.htm

http://www.sdn.sap.com/irj/scn/index?rid=/library/uuid/e0286923-e64d-2c10-9c86-d7e042a28efc

http://www.sap-press.com/products/Archiving-Your-SAP-Data-(2nd-Edition).html

https://www.sdn.sap.com/irj/sdn/bpx-crm



© 2011 SAP AG 19

Disclaimer and Liability Notice

This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade.

SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk.

SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document.

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