papancsev
Apprentice

Archive/Move workflow tasks

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Hi All,

For one of our SP2013 workflow the workflow task list reached its maximum capacity of 10.000 items, and problems start to occur.

I'm planning to build a site WF to archive the completed tasks to an "archive workflow task" list.

Building the WF is not a problem I just don't know if there is any special treatment needed with moving content from a workflow task list.

I couldn't find any advice on this topic, but I hope some of you already have experience, advice that you can share with me?

Thanks

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philipplucas
Scout

Re: Archive/Move workflow tasks

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Hi Robert,

if you only want to archive these tasks, I understand you do not need to treat them as tasks anymore but as plain information. Therefore you should be fine by just copying the task items info into your desired "archive workflow task" list. No special treatment needed.

If you still need to have them available as real workflow tasks, you would need to copy the task itself which afaik is not possible by default.

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papancsev
Apprentice

Re: Archive/Move workflow tasks

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Hi Lucas,

Do we actually need to preserve the completed workflow tasks for anything? What if I just delete them?

I think all the information is preserved in the list where the WF's run and that is the important to archive, but the task list is simply a temporary storage of information while the WF is running. After the task completed there is no reason the preserve them?

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philipplucas
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Re: Archive/Move workflow tasks

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Hey Robert,

if you ask for my personal opinion, just throw them away! As you've already mentioned, all the useful information is preserved in the workflow-history. I've never had the requirement to archive/preserve the task items itself and to be honest I wouldn't know a single reason why to keep them.

But I'm eager to hear if other people think different ^^

Regards

Philipp

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antiat
Novice

Re: Archive/Move workflow tasks

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Hi,

Why not create a new task list?

Regards,

AT

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papancsev
Apprentice

Re: Archive/Move workflow tasks

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Well I was told better not to change the default one, however a developer is helping me and we will change the view with limiting the "

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philipplucas
Scout

Re: Archive/Move workflow tasks

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Do you have any reference, like an MSDN article, where this procedure is explained?

I've never heard that and i wouldn't believe you can store so many items in just one list.

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greenawayr
Scout

Re: Archive/Move workflow tasks

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Philipp Lucas​ That's standard SharePoint functionality to be able to store that many items in a list. The threshold limit is purely around the amount of items that can be displayed. By indexing certain columns you can then create views that limit the amount of items returned in a view by filtering.

The list view threshold exists to stop SharePoint killing SQL when it makes a call for a large number of items.

So if you had a list of 10,000 tasks you might index the Status field for the task to create an "Active" view which might considerably reduce the number of items shown in that view.

http://en.share-gate.com/blog/demystifying-the-sharepoint-lists-thresholds

That link might help.

For info, in SharePoint 2016 (and presumably O365) the list threshold has been done away with, and auto-indexing has been implemented. When a list view exceeds 2,500 items a timer job examines the view and determines if the view would benefit from an index being created if it doesn't already exist. Views must exist with filters in place for this to kick in. But if you have a list with 2,500 items and no filtered views, you're probably not working as efficiently as you could be.

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philipplucas
Scout

Re: Archive/Move workflow tasks

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Thanks a lot for the additional information, I will definitely give this a try!

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papancsev
Apprentice

Re: Archive/Move workflow tasks

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Hi Ryan,

Yes this is what we will do.

Thanks

Robert

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