Purge of archives


The purge operation allows cleaning up the databases by deleting physically records of the tables. Its objectives are multiple:

  • Decrease the size of the databases in order to optimize the processing speeds and the performances of the system;
  • Avoid revealing in the lists records which are not consulted any more;
  • Recover space in the databases when the maximum number of records authorised for a module is likely to be reached (information via the Product name - ev itsm.png license).

Each purge process:

  • can be scheduled to run regularly;
  • contains a list of elements based on a list of parent queries; before the final deletion, the elements are archived as a CSV file joint to the notification by email for the people to be notified;
  • can be attached to a folder allowing the organization of processes according to the elements concerned.

Example

The Equipment discarded for more than 3 Years purge process runs each 31st of December at 7 PM:

  • parent query Equipment
  • filter: Discard Date = Prior to the past 3 Years
  • computing frequency: Every Year, the 31.12 at 7 PM
  • three fields to display on the CSV report: Category (complete) with a depth of the tree structure (2,3); Model; Equipment

Once executed, the CSV file will be automatically generated, including all the purged records:

  • A grid will present one record for each equipment;
  • Information displayed: levels 2 and 3 of the tree structure Category; Model; Equipment.

          --> Example for the tree structure field Category: Equipment/IT/Printers:

Category Model Equipment
IT / Printers LaserJet 1100 10221P
IT / Printers LaserJet 1100 10224C

Notes

  • The elements that can be purged are defined by Logo - EasyVista.png via a list of parent queries. You cannot create new ones.
  • The purge process does not take into account the domains
  • Purge folders Administration > Purge > Purge folders; root: Archives purge.
  • To be able to archive CSV files:
    • On the application server, open the smoserver.ini file;
    • Complete the parameter SHARED_DOCUMENT_PATH (table A_COMPANY) = folder for the storage of the archives;
    • During the first purge process, the folder for the CSV archives is then created automatically on the WEB server of the company.
  • Name of the CSV file: name of the purge, followed by the date and hour.
  • Once scheduled, purges are displayed in the scheduled tasks. If it does not launch at the expected time, verify the scheduled tasks mechanism is active. 

Caution

  • Do not confuse the archiving and the purging:
    • The archiving operation is managed via the end dates of the different elements managed in Product name - ev itsm.png.
               Example documentation icon EN.png  Departure date of an employee, Discard date of equipment
    • All the archived elements remain available for consultation via Archived filters.
  • Pay attention to complete the dates on the filter level. If no date is entered, the whole database will be deleted.
  • It is absolutely necessary to create a summary report (in CSV format) to keep a trace of the purge operation. This file is automatically archived.
  • In case of a purge operation executed on these records by mistake, create an integration model to recover the data of the CSV file.
  • Always check the records that will be purged before activating the purge process. In the step used for the scheduling of the purge, click on [ TEST ] to display the corresponding CSV report.

Best Practice big icon.pngBest practice

  • Purge only elements that are already archived (filters Archived).
  • Before executing a purge process, ensure yourself that a total backup of the database is scheduled before its execution, especially if the purge is scheduled in regular intervals.
  • If the fields to keep in the CSV file are not available, add them manually to the parent query.
  • Avoid the scheduling of purge processes by using an hourly frequency. Yearly purge processes are recommended.
  • If there are several purges, use sequential scheduling as the duration of a purge is variable depending on the volume of items to be purged. 

Screens description

Menu access: Administration > Purge > Purge of Archives

Main Information

         Purge - step 1.png

Name: Description identifying the purge process. 

Comment: Free area, allowing entering details about the purge process. 

Folder Name: Folder name for purges, specifying where the purge process is saved. 

Parent Query: Name of the parent query to which is attached the purge process, allowing defining the available fields for the filter and the CSV file.

Filter

Filter that collects the data to the purge process and which can be build in assisted mode or en advanced mode.

  • Assisted mode: The filter criteria are only selected among the fields of the parent query (simple mode) and possible additional fields added manually (complete mode). According to the field type, an assistance for the completion of the conditions can be available (Example: delimiters for dates, value lists, tree structures). Fields added manually appear under their alias name (Example: Phone); if the alias is empty, the field name in the database is displayed (Example: PHONE_NUMBER).

Filter assisted mode.png

  • Advanced mode: The filter is completed as an SQL query which can call any field of the data model; no assistance for the completion.

         Filter advanced mode.png

Define the CSV format

         Purge - step 3.png

Order: Column order in the CSV file. To sort the fields: 

  • In the Sort column, click on the checkbox related to the field to move; 
  • Click on the hyperlink Insert Here related to the field above where you want to insert the selected field. 

Visible: Columns to display in the summary report of the purge process. Think about sorting the fields. For tree structure fields of Complete type, specify the depth of the tree structure.

Field Name: List of fields from the parent query related to the purge process, and eventually of the additional fields added manually.

  • If you want to use other fields in the CSV file, you need to add them manually to the parent query, via Edit icon.png

Scheduling

         Purge - step 4.png

For information: Current Time (UT): Current Date / Hour in Product name - ev itsm.png, displayed in Universal Time (UT).  

Frequency (Note: It is taken into account starting from the date of the next execution): Frequency for the execution of the purge process, defined from contextual parameters for the selected option.

  • Every N Months/Days/Hours: Enter the desired frequency in Universal Time.
  • Depends on: Launches the calculation automatically after the end of the execution of another purge
             Example documentation icon EN.png Every 3 month, the 30th at 6 PM; Every 15 days at 10 PM; Every 3 hours.

Next Execution Date (Note: Not displayed if the frequency option is Depends on): Date / Hour where the next execution of the purge process is scheduled. 

  • Update: also via the Enable wizard;  

Best Practice icon.png  To initialise the execution of the purge process immediately: enter a date former to the date of the day.

Notification

         Purge - step 5.png

Recipients (Employees) / (Groups): List of recipients to notify via email when the purge process has executed. It can be employees and/or groups of employees. Separate each recipient by a semicolon. The CSV file is automatically attached as joined document to the email.

Topic: In the email sent to the recipients, the topic indicating the object of the notification. By default, it is the name of the purge process.

Message: Text body of the notification email. 

Procedures and Wizards

How to create a purge process and to apply it

1. Proceed to the page Administration  >  Purge > Purge of Archives and click on Add icon.png.

2. Enter the parameters for the purge process by browsing the different creation steps via [ NEXT ]. On the step 4, test the purge process by clicking on [ TEST ] (displays the CSV files of all records that will be purged during the next execution).

3. Save your changes by clicking on [ FINISH ].

4. Enable process via the Enable wizard and verify the purge appears in the scheduled tasks.

How to create a purge process starting from a model

1. Proceed to the list of purge processes; Click on Edit icon.png related to the process using as a model.

2. Enter a new name and change the desired parameters.

3. Click on [ SAVE AS ] to avoid overwriting the model.

Wizards

Enable: Activates the purge process and triggers its execution at the specified frequency by specifying the date of the next execution.

Best Practice icon.png

  • To start immediately a purge, type a next execution date that is already over.
  • To verify if a purge is active:
    • Proceed to the page Administration > Purge > Purge of Archives > List and check the Enabled checkbox is checked.
    • Proceed to the page Administration > Scheduled Tasks > Purge of Archives and check the treatment appears.

Disable: Stoppes the frequency for the execution of the purge process.

Best Practice icon.png  To verify if the purge is inactive:

  • Proceed to the page Administration > Purge > Purge of Archives > List and check the Enabled checkbox is unchecked.
  • Proceed to the page Administration > Scheduled Tasks > Purge of Archives and check the treatment does not appear.

Delete icon.png: Deletes the purge process. 

Edit icon.png: Updates the purge process.

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Last modified by Unknown User on 2017/05/12 21:24
Created by Administrator XWiki on 2013/03/25 18:21

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