Delete Link Management via Gimmal Link Enterprise Link Manager
Gimmal Link Enterprise Link Manager provides the mechanism for a user to create a "delete request" via the docManager Attachment List within their SAP transaction, and for that delete request to be triaged by 1 or more Link Managers.
Dependent on the configuration of Link Manager, the content will also be, or not allowed, to be deleted from the content repository along with the link.
Both end-users and Link Managers can add notes to the requests to give reason for the request, or for the approval or rejection of the request.
You may also choose for certain SAP Objects and doctypes to allow the end-user to perform these actions.
Link Manager functionality can be categorized into 3 components:
- Configuration
- End-User Requests
- Link Manager Actions
- Via the Gimmal Link Enterprise System Dashboard (/dflow/sys) choose the menu path Configure->Attachment List-> Link Manager
- For any SAP Object / doctype combination, specify what is or is not allowed to be taken as link and content action:
- Wildcards (*) are supported and therefore you can create global rules in addition to more specific rules. Below is an example showing that system wide, links and content are allowed to be delete by the Link Manager only. In addition, for and HR object, only links are allowed to be delete but not the content.
An end-user creates a delete request directly from within the docManager Services for Object Attachment List by highlighting the attachment they want to delete and choosing the Delete icon.
The end user is then prompted whether they would like to add a note (optional) to explain the reason to the Link Manager.
Once submitted, the delete request is sent to the Link Managers and the link status is updated "Pending" as indicated on the left hand column:
Note that pending attachments cannot be viewed.
If the delete request is approved, the link entry will automatically disappear.
If the delete request is rejected, the link entry will remain and be taken out of Pending status.
An end-user may view all their historical and current delete requests via the "My Delete Request" button:
Note that the delete requests viewed are for that user only, however - is across the entire SAP system regardless of which SAP record or transaction they generated a request from.
This delete queue also allows the end user to view or add notes:
Link Managers are users who have the permission to approve or delete requests.
Permission takes the form of granting access to the Delete Queue as an Administrator via either:
- Via the Gimmal Link Enterprise System Dashboard (/dflow/sys) choose the menu path Dashboards->Link Manager->Delete Management
- Granting the manager access to the transaction /DFLOW/LINKM
By default, the report will display all outstanding delete requests (indicated by the checkboxes):
"Outstanding" is considered to be requests that need approval/rejection, OR, that encountered an error during the delete process (whether it be at the delete link or delete content level).
A request that is approved but an error occurs, is considered deleted from the end-user perspective, and it is the responsibility of the Link Manager to determine what the error is and what action needs to taken.
A common scenario is that the actual content in the CMS system was deleted without SAP knowing, thus the delete content stage would fail
Below is a sample queue display:
Once displaying the Delete queue, the following actions are available:
- Approve and Delete - this is a single request action and requires you to highlight (click once) on the request to action. You will be prompted to add an optional note.
- Reject - this too is a single request action and requires you to highlight (click once) on the request to reject. You will be prompted to add an optional note (in the case of rejections it is recommended to add a note).
- Approve and Delete All Pending/Error - this will approve and delete all entries that are in those two status'. Approved and rejected entries are ignored.
- Add note - this is a single request action and requires you to highlight (click once) on the request to action.
- Add Note to Entire List - this adds a note to EVERY request on the screen regardless of status.
It is important to note the two flag columns on the report:
Lk Del - "X" indicates the link was deleted
CN Del - "X" indicates the content was deleted
Clicking on the underlined "Document ID" field will display the content prior to content deletion.
Scrolling to the right, you will also see the MsgStatus column. This provides a detailed log of all activity of the delete request. Click on the letter (I, E, or S) to show this detail.
