The archive function removes issues that meet specified
search criteria in the source Workspace, copies those issues to the archive
Workspace that you specify, and then removes those issues from the Workspace's
issue table.
Select Administration
| System | Workspaces, then click the GO button in the
Database
Maintenance section.
Select the Archive
option as the Action
to Take.
The Status
and Date Criteria of Applicable Issues section allows you to define
the selection criteria for Archive.
This can be based on either the Issue’s current status, the date it was
last edited/created, or a combination of both.
By default, only
the Deleted status is highlighted.
Highlight additional
statuses as needed.
Select issues based
on one specific date that they were created or last edited or choose all
issues before or after a particular date.
Select AND
to select issues that must meet both the status and date criteria.
Select OR
to select issues that meet either the status or the date criteria.
Tip
Set up an escalation rule that automatically changes the
status of closed issues to Deleted
for issues that are a certain age. Then you can skip this step and
just use the default highlighted status of Deleted.
Type in your password
and click GO.
Matching
Issues For Archive—All
issues that meet the Archive
search criteria are listed here and highlighted. Review the list
to ensure you are archiving issues that meet your intended criteria.
You can deselect issues by holding the CTRL
key and left clicking the issue with your mouse. Only highlighted
issues are archived.
SQL
Query—FootPrints
displays the query that was used to retrieve the issues that have met
the archive search criteria for your review.
Archive
Location—Each
“source” Workspace has a designated “destination” archive workspace.
The first time you archive Issues, you must provide a name for the archive
Workspace.
Name
of new archive workspace—The
first time you archive Issues from a given Workspace, you must set up some
archive Workspace information. Give your archive Workspace a name.
It is suggested that you use a name that is similar to the original Workspace
for your archive Workspace, but not too similar. If your Workspace’s
name is Helpdesk
try using Archived
Helpdesk instead of Helpdesk
(Archive). This tells you which Workspace is archived, but
does not confuse people by starting with the same name.
Name
of new workspace’s address book—You
can choose to create a new Address Book for the archive Workspace or link to the existing one. You must provide a Workspace
name if you are creating a new one. If linking to an existing Workspace,
check the Link
to current workspace's address book instead box if you do not want to
create and archive the Address Book. We suggest you link to the
original.
All subsequent archive attempts from the same Workspace present an option to use the same
archive Workspace or create a new one. Your business needs determine
whether you want one or multiple archive Workspaces for a single source
Workspace. If you are reporting on data by year, you might consider
creating separate archive Workspaces for each year, especially if you have
many issues to archive that you use for reporting.
Scheduled
Run-Time—Archive
jobs can be run immediately or at a time when server activity is light
(if you have a large job with many issues to archive).
Start
Immediately—Run
immediately. Immediately
means the archive begins the next time the FootPrints scheduled
service runs, which could be up to one minute from the time you enter
your password and click GO.
Start
at the following data and time—Enter
the date and time you want to run the job. Since the entire process
could take a long time to finish, depending on the number of records selected, you may want to schedule large jobs
when there is little server activity to avoid server overload, e.g., on
weekends or late at night.
Scheduled
Jobs Pending In Current Workspace—This
section lists those jobs scheduled to run in the future, as configured
in the previous step.
Type in your password
and click GO. Click OK
when asked to confirm that you want to complete the archive. FootPrints schedules the archiving to run as a background process based
on the time set up in the Scheduled
Run-Time step. This
includes jobs scheduled to run immediately.