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In this blog posting we going to cover a topic which can affect an entire landscape and Netweaver environment which is that of "Performance Degradation" and follow on issues.

KM Folders & Documents

KM Folders are utilized as the base platform in which KM Documents are stored. Knowledge Management in itself can be considered as a means of functionality for end-users wanting to access such "Documents" which can relate to a whole range of processes. For example through KM End-Users can access, obtain, manage and review data information through documents sourced from the business  intranets, external WWW feeds, and file servers. The KM Documents themselves are presented in the standard formats of PPT, excel, word documents and html.

KM Folders & Functional Options

A User with KM designated KM Folder access can perform the following options:

  • Copy: Generates a copy of the currently selected item to a target folder (maintaining the original).
  • Move: Transports currently selected item to target folder source.
  • Rename: Allows you to rename currently selected item
  • Create Link: Generates between folder items
  • Clipboard: Copy & Paste functionality for item movement handling.
  • Delete: Delete currently selected item permanently or remove to the wastebasket service.

As we see above there are a broad range of functions that can be utilized by end-users.

Manual Copies & Issues

Let us create a working example in which an end-user with access to KM Folders & Content has manually (inadvertently) copied or moved entire KM Folder Contents i.e. documents to their Favorites. Obviously dependent on business requirements and operations the file content sizing (GB) will vary drastically but lets imagine in this case that the file sizes where hundreds of Gigabytes. If a users logs onto the Portal and Navigates to Content Management (System Administration > System Configuration > Knowledge Management > Content Management) and then proceeds to the KM iView and copies an entire folder (with high GB) the following occurs:

  • Upon performing this action the end-user is essentially initiating action on the Database (DB). Documents will be copied into the Favorites setting folder but this change will also be replicated within the Database itself.
  • Depending on the filing size such an action can cause strain on the system itself thus causing the performance of the setup to become negatively impaired and can even lead to a system downtime i.e. outage or error exceptions.

Cause for Concern

The after affect of the user copying such a large volume of data is that the DB has a two-fold increase in size as it includes an increase in the KM Version for each document.

Issue Avoidance & Preventive Measures

There is no clean-cut solution in this particular case but advisory guidance steps which can be followed to prevent such an issues recurrence. In true essence there is no means of restricting the limit of KM Document Versions in the DB. Based upon the initial issue of the "content" copy  it is not possible to transport KM Documents with current versions and this is standard functionality. Therefore as we discussed the DB two-fold increase cannot be undone.  Unfortunately no clean cut method to prevent a user manually copying contents of a large folder to their favorites.

If desired there is the option of configuring set filters on repositories to prevent uploads of files exceeding a certain size.

    • However this would not affect attempts to copy-content it would ensure "such attempts" would fail but the user could still attempt the functionality.