How to limit the number of documents in User’s inboxes in SAP BI Platform 4.x?

How to limit the number of documents in User’s inboxes in SAP BI Platform 4.x?

Symptom

  • How to limit the number of documents in User’s inboxes in SAP BI Platform 4.x?
  • The documents sent to user’s inboxes are stored in the Input FileStore and hence increase the disk space occupied by the Input FileStore on the server.
  • There is a requirement to cleanup the user’s Inboxes and / or retain only ‘N’ latest documents.
  • There is a requirement to purge / delete documents from user’s Inboxes after ‘N’ days.

Environment

  • SAP BusinessObjects Business Intelligence Platform 4.2, Support Package 04 and newer
  • All Supported Operating Systems

Cause

  • This is a known limitation on versions prior to SAP Business Intelligence Platform 4.2, Support Package 04.

Resolution

  • The ‘Limits’ Settings is now available for BI Inboxes starting BI 4.2 SP04.
  • To set Limits on user’s Inboxes:
  1. Login to Central Management Console(CMC).
  2. On CMC Home >> from drop down, select Inboxes.
  3. Select Inboxes >> Manage >> Limits.
  4. Note the Limits Window as follows

On the Limits Window:

  • Delete excess documents when there are more than N documents of an object
    To limit the number of documents per Inbox, select this check box. Then, type the maximum number of latest documents that you want to retain on the system within all Inboxes (Default value is 100)
  • Delete excess documents for the following users/groups
    To limit the number of documents for users or user-groups, click Add/Remove in this area. Select from the available users and user-groups and click OK. Next, under Maximum Document Count, specify the number of latest documents that you want to retain for the added user and user-group (Default value is 100)
  • Delete documents after N days for the following users/groups
    To limit the number of documents in user’s Inboxes only for ‘N’ days, click Add/Remove in this area. Select from the available users and user-groups and click OK. Next, under Maximum document count per user, specify the Maximum document age in days that you want to retain for the added user and user-group (Default value is 100)

NOTE: When these settings take effect, it deletes the older documents greater than specificed value, irrespective of whether it was read or unread by the user.
The documents deleted from Inboxes as a result of Limits applied on them will not be stored in Recycle Bin. Only the documents manually deleted from Inboxes will be found in Recycle Bin.

 

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