Path: Admin > Archive and Purge
The Archive and Purge window is used to select the transactions you want to archive.
Once you have followed the instructions in the Archive Setup article, the window offers options that help you make the selection as broad or restricted as needed. Remember that all the records in an archived batch are removed together; therefore, WebTMA suggests you create smaller archive batches that can be purged or retained as you require.
An address entered in the Email field on the Archive and Purge / Identity Tab is automatically added to the archive batch job.
The system is hard-wired to restrict the archive date range to one year. If the Beginning Date and Ending Date settings exceed one year, you receive an alert.
For Work Order records, the system uses the Closed Date that falls within the Beginning Date and Ending Date settings for archive eligibility, even if the Request Date is several years previous.
Although WebTMA recommends that you archive records in smaller batches, i.e., avoid selecting all transaction types for a single archive batch, some types of records need to be processed together. For example, if you archive Project records, the Project may have Project Requisitions, Estimates, Purchase Requisitions, etc. connected to it.
The Archive Process and Rules article lists the order in which different types of records are processed as well as how connected records are handled. Review the list when you set up your Archive records so you can include connected records in your batch.
The window gives you the opportunity to select a few Transaction Types and further limit the contents by adding Restrictions, such as limiting the archived transaction type to certain Repair Centers.
How to Select Records for Archival
The Archive and Purge window includes a list of Transaction Types that are eligible for archival. Although you can mark all types for one archival batch, it is not recommended.
Enter a Description to identify the purpose of the archival batch.
Select the Beginning Date and Ending Date (not to exceed one year) for records to be archived.
Choose the Transaction Types to be archived.
(Optional) Select restrictions.
Select Save on the WebTMA toolbar.
If no Restrictions have been specified, WebTMA displays a query asking if you wish to save.
Until the batch is archived, the types and restrictions can be changed, and the window displays a Not Archived status. Select the Show Audit History link on the Action Menu to see the date and name of the last person who modified the record.
How to Add Archival Restrictions
In Edit mode, Add Restriction and Delete Selected links display in the Restrictions Section of the Archive and Purge window. The Add Restriction link opens a Restriction Entry flyout where you can select a Criteria Type and choose the codes.
Note: The available selections for the Criteria Type field change depending on the Transaction Type or Types you have marked in the Transaction Types Section.
Select the Add Restriction link.
Select the Criteria Type.
Check the desired Codes of records to be archived.
Select Save on the Restriction Entry flyout.
Select Save on the WebTMA toolbar.
How to Archive Records
After an archive record is saved successfully, you can archive it.
Locate the desired record.
Select the Archive link on the Action Menu.
Select OK on the "Are you sure?" message.
If your setup is correct, the process starts. The status on the window reflects different stages: Scheduled, In Progress, Completed, or Completed with Errors.
At this point, the Edit and Delete buttons on the WebTMA toolbar are disabled.
If needed, you can use SQL to query the Archive data base and search through records in archived batches. This option is available until the archived batch is purged.
Archive and Purge Results Tab
The read-only Archive and Purge / Results Tab displays a list of the selected Transaction Types, the archive status, and the number of records of that type that were archived. When the archive batch job process is completed or completed with errors, you can purge any records needed.
Only WebTMA users who are Granted the Privileges labeled Allow Purging of Archived Records are allowed to purge records. This can be done any time after the archive has been completed.
Purging is not an immediate requirement. Archived records can be retained as long as needed.
How to Purge Archived Batches
If your user record has the Privileges labeled Allow Purging of Archived Records Granted, the Purge link on the Action Menu is enabled once batches have been archived.
Locate the archived record to be purged.
Select the Purge link on the Action Menu.
When you select the Purge link, all records associated with that specific archive are removed. Then the Purge link is disabled, and the record is marked as Purged.
Remember that purged records are permanently deleted.
Select the Show Audit History link on the Action Menu to review the last action taken for the record, when, and by whom.
Archives and Batch Management
Even though the batch jobs are created behind the scenes when you save an Archive record, you can see both Scheduled and Completed jobs from Admin > Batch Management.
From the Batch Management window, select New Browse Selection in the General Information Section. On the Query flyout, add a Criteria line composed of: Batch Job Type is equal to Archive.
Archive batch jobs are automatically set to run only on Saturday at 2:00 a.m. and only encompass one year. This is a system requirement.
Contents of the Email field on the Archive and Purge window are used as the email address for the batch job.
You have the option to delete a batch before execution, and it is completely removed. This gives you the opportunity to re-create it later.
If you cancel a batch job, the record is marked as canceled, and you must copy the existing settings to set a new Archive record to run it again.
Want to Learn More?
Visit the WebTMA Help Page