We described an Auto Cleaning Process (using 360Eyes, 360Plus and 360View) in the post Control your BOBJ Platform Growth. Using these tools in the 360Suite, you can ensure the size of your Business Objects environment doesn’t get out of control. This topic was also covered in a recent Webinar, the recording can be viewed here. Maybe you don’t want an automated process? A customer recently described a process they are now using, an alternative to the Auto Cleaning Process, we thought you might be interested in their story.
From a 360Suite Customer:
We were considering the Auto Cleaning process for constant cleanup in our Business Objects environment but then opted for another solution, of course with 360Eyes and 360Plus Backups.
It was important to have user involvement and to inform them what would be cleaned up. For monthly cleanups that would be too much, so we opted for an initial cleanup. We let the environment grow for a year, then we did the cleanup again. We handle cleanup of Public docs differently from Personal docs. Public docs are Opt-In, projects have to confirm that it’s ok to delete. For Personal documents, it’s Opt-Out. Users have to contact us if they want to keep something, otherwise it will be deleted.
This is a brief explanation of our process:
- Generate Excel documents listing all docs that would be deleted. We generate one File per project, using the reports from 360Eyes and BO Publications.
- Excel files generated from 360Eyes are uploaded to our Google Drive and shared with Project maintainers.
- Excel files contain OpenDoc links so that projects can link to documents quickly and check if they are needed.
- Project maintainers have to flag docs with YES if it’s ok to delete. Multiple people can work on the Excel file, Google Drive handles this well.
- When all projects have flagged their content, we produce merged csv files with CUIDs that were flagged, using reports from 360Eyes. This is the content we delete.
- 360Plus Backups are running daily so we have backups. If we ever delete anything that needs to be restored we can always get it back using 360Plus.
- Generate Excel files, one for each user, with 360Eyes and send to users by email via BO Publication.
- They are asked to open the document they need via OpenDoc Link and press the Save button once if they still need it. This updates the modified date for the document.
- After a certain date, we run the same report again with 360Eyes and can see if docs have been updated since we sent the email.
- All content that was not updated will be deleted.
We found this process for keeping control of their environment and the use of the tools very interesting. Sometimes you cannot just delete content, you need to get feedback from users.
We are working with another customer on a similar scenario. They wanted to clean any reports that had not been used in 18 months. They shared their plan with their users during a user meeting, someone said “you can’t do that, I have a report I only run once every 3 years.” Really? Everyone works differently. Due to this, they need a different approach as well.
This is the plan:
- We have modified one of the standard 360Eyes reports, Last Document Used. This report lists all reports and shows the last activity for each report, it will also show if there has been no activity. We have added a prompt to this report, which will filter on User folder.
- Using 360Cast, our Scheduling and Bursting tool, the Last Document Used report can be scheduled, passing the prompt value for an individual user folder. The results can be emailed to each user.
- Users can use that list to determine what content they want deleted and what they want to keep. Borrowing a step from one of our customers, they can request the user to save any reports they want to keep.
- Give them a deadline, run the reports again and clean up any reports that have no activity for a specified period of time.
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