Purge of archives


The purging of archives is a functionality used to clean databases permanently by physically deleting records from tables.

  • A purge is built around a parent query that accesses a set of standardized data from the database. 
  • The data is extracted using filters.
  • When enabled, it will run based on the frequency defined.
  • You can configure a CSV file to be sent automatically in a notification email. This will list the deleted records.
  • Purges can be stored in folders that are organized by function.

Reasons for purging archives

  • Reduce the size of the database. This will optimize processing speed and system performance.
  • Refresh the list of records by deleting those that are no longer viewed.
  • Increase available space in the database.


Purge called Equipment discarded more than 3 years ago:

  • Execution frequency: Every December 31 at 7 pm
  • CSV file: Display the type, model and asset
Type Model Asset
IT/Printers LaserJet 1100 10221P
IT/Printers LaserJet 1100 10224C


  • You can create or modify a purge as long as you are authorized to access the Administration > Purge > Purge Archives menu.
  • Once they are enabled, purges will appear as scheduled tasks.
  • Parent query:
    • Each purge is associated with a parent query selected from a list defined by EasyVista. You cannot add new ones.
    • The queries are limited to the following main tables: Contracts, CIs, Incidents, Service Requests, History (Discovery), Equipment (Discovery), Employees, Events, Licenses, Equipment (Asset Management), Knowledge Base search results, Equipment Life Cycle.
    • You can modify a query as long as you have the appropriate rights, and only in each purge. Open url.png See User Profiles > Edit rights and display rights.
  • Purges do not take domains into account.
  • CSV file:
    • You can define its structure freely based on the information you want to save.
    • Name of the CSV file = Purge name followed by the processing date/time.
    • Configuration of the Archives folder:
      • smoserver.ini file on the application server
      • Schema: A_COMPANY
      • Table: A_PARAMETERS
      • Field to modify: SHARED_DOCUMENT_PATH: Specify the folder for storing the files.
    • When the first purge is run, the folder will automatically be created on the application server.
  • The sender of the email and the sender's email address must be specified in the A_PARAMETERS table.
    • Schema: A_COMPANY
    • Table: A_PARAMETERS
    • Fields to modify:
      • MAILER_SCHEDULER: Specify the sender name, e.g. EVO_SCHEDULER
      • MAILER_SCHEDULER_ADDR: Specify the sender's email address, e.g. scheduler@name_of_customer.com
  • If the execution of a purge is not triggered, check that the Scheduler is started and correctly configured.


  • Before enabling a purge, remember to perform a full backup of the database.
  • If you want purges to run regularly, you should schedule a backup of the database before each purge.
  • You should always check the execution of the purge by generating the CSV file in the Calendar screen to ensure that the records displayed in the file are the ones to be processed by the purge.
  • If you inadvertently purged the wrong records, you should create an integration model to retrieve the data from the CSV file.
  • Do not confuse archiving with the purging of archives.
    • Archiving is performed based on the end dates of different elements managed by Service Manager.

      example Employee departure date, equipment discard date

    • Archived elements remain available and can be viewed using the Archived filter.
  • Define a filter to ensure that only the relevant records are deleted.
  • Remember to specify the dates in the filter. If you do not specify a date, all records in the database will be deleted.

Best Practice

  • You should only purge archived elements, i.e. records displayed using the Archived filter.
  • If you want to save information whose fields are not available in the CSV file, you should add them manually to the parent query.
  • Avoid scheduling purges whose frequency is defined using a specific time. We recommend you run the processing yearly.
  • If the running of purge B depends on the completion of purge A whose processing time is unknown (due to large data volumes, access time, etc.), we recommend that you schedule the tasks in a sequence instead of defining a specific time for running purge B.

Screens description

Menu access: Administration > Purge > Purge Archives

Main Information

         Purge - Step 1.png

Name: Name of the purge. 

Comment: Comment field for describing the purge. 

Folder Name: Name of the folder where the purge is saved. 

Parent Query: Name of the parent query used to configure the purge.

  • The fields available are parent query fields and other fields manually added to Service Manager internal reporting tools, e.g. trends, alerts, reports, and other purges.


Note: Except for the Integration log parent query

Filter used to extract the data to be included in the purge. Open url.png See Visual filter editor.

  • All fields in the purge's parent query as well as other manually added fields will be available for the filter.

         Purge - Step 2.png

Define the CSV Format

         Purge - Step 3.png

Order: Order of columns in the CSV file. Open url.png See the procedure.

Display: Columns to be displayed in the CSV file.

Field: List of fields from the parent query associated with the purge and other manually added fields. 


         Purge - Step 4.png

Note: Universal Time (UTC): Current date and time in Service Manager, expressed in Universal Time (UT). 

Frequency: Used to define the frequency for running the purge.

  • The frequency will be applicable after the date specified in the Next Execution Date field.
  • The parameters depend on the selected frequency.
    • Every [N] Months / Day / At (Hour): Define the relevant frequency using Universal Time (UT).
    • Depends on: Used to sequence the running of two purges successively. Select the purge whose processing precedes the execution of your purge from the drop-down list.

Next Execution Date: (Note: Only if the frequency is not Depends on): Date and time at which the purge should next run.

  • The date initializes the start of the frequency.

    example  Frequency: Every seven days at 7 am; the next execution date is a Saturday ==> The purge will run every Saturday

  • You can also update the date using the Enable wizard.

    Best Practice icon.png  Enter a date earlier than the current date in order to run the purge immediately.


         Purge - Step 5.png

Recipients (Employees) / Recipients (Groups): List of recipients of the notification email.

  • These recipients must be listed in the Employee Directory or Group Directory.
  • You must select one or more recipients, i.e. employee or group.
  • Each recipient must be separated using the semicolon, ;.

Title: Subject of the notification email sent to recipients.

Message: Body of the notification email sent to recipients.

Procedures and Wizards

How to create a purge

Step 1: Create the new purge.

1. Select Administration > Purge > Purge Archives in the menu.

2. Click + New.

Step 2: Specify the main information on the purge.

1. Enter the information on the purge.

2. Select the parent query.

  • You can add fields to the parent query.
    • Click Edit icon.png next to the field.
      The list of fields from the parent query of the purge and other fields manually added to Service Manager internal reporting tools and other purges will appear.
    • Add the fields you want. Open url.png See How to modify a parent query.

3. Click Next.

Step 3: Define the conditions for the filter used by the purge.

Note: Except for purges using the Integration log parent query

1. Define the filter conditions. Open url.png See Visual filter editor.

  • All fields in the purge's parent query as well as other manually added fields will be available.

2. Click Next.

Step 4: Format the CSV file to be generated by the purge.

1. Define the order of the columns in the file.

  • Select the Order box next to the field to be moved.
  • Click Insert Here next to the field above which you want to move the selected field.
             Purge - Insert here link.png

2. Specify the options depending on the type of field.

  • Only for tree fields that are not in the last level: Indicate the first and last level of the hierarchy to be displayed.
    • The value 0 is used to display all grouping levels in the hierarchy.

      example  Display the tree field, Location = North America/USA/New York/Manhattan/Broadway

      • Start = 0, End = 0 ==> North America/USA/New York/Manhattan/Broadway
      • Start = 1, End = 3 ==> USA/New York/Manhattan
      • Start = 4, End = 5 ==> Manhattan/Broadway
      • Location (last level) = Broadway

3. Select the fields to be displayed in the file.

Step 5: Define the frequency for running the purge.

1. Specify the frequency of the purge.

2. Click Next.

Best Practice icon.png  Before moving on to the next step, test the purge by clicking Test to check the number of records that will be deleted.

Step 6: Complete the notification email.

1. Specify the recipients of the notification email.

Step 7: Save the purge.

1. Click Finish.

The list of purges will be refreshed.

Step 8: Enable the new purge.

1. Select the purge.

2. Run the Enable wizard.

3. Enter the first execution date, click Next and click Finish.
The CSV file will display the records that will be purged when it is next run.

4. Check that the purge is enabled.

  • Select Administration > Scheduled Tasks > Purge Archives in the menu.
  • Check that the purge appears in the list of scheduled tasks.

How to create a purge using a template

Step 1: Select the purge.

1. Display the list of purges.

2. Click Edit icon.png next to the template.
The properties window of the purge will appear.

Step 2: Create the new purge.

1. Modify the relevant information in the template purge.

2. Click Save as to avoid overwriting the template purge. Give a name to the new purge.

How to check if a purge is enabled or disabled

Step 1: Check if the purge is enabled or disabled.

1. Select Administration > Purge > Purge Archives in the menu.

2. Display the List view.

3. Look at the Enabled box for the relevant purge.

  • If the box is checked, the purge is enabled.
  • If the box is not checked, the purge is disabled.

Step 2: Check that the corresponding scheduled task exists.

1. Select Administration > Scheduled Tasks > Purge Archives in the menu.

2. Check the presence of the purge.

  • If the purge appears in the list, it is scheduled to run based on the frequency defined.
  • If the purge does not appear in the list, it is not scheduled to run.


Enable: Used to enable the purge and run it recurrently by specifying the next execution date.

Disable: Used to stop the recurrent running of the purge. 

Last modified by Unknown User on 2021/03/01 10:47
Created by Administrator XWiki on 2013/03/25 18:21


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