By defining a series of Archive Rules it is possible to automatically transfer ageing data to a nominated database in accordance with a data archival policy set by the storage administrator. The system preference Archiving SQL Server / Database captures the specific name of the SQL Server and target database that will be used to store all entity records within Civica Cx Housing that have been identified for archiving.
The procedure to create a new data archiving rule is as follows:
- Navigate to Quick Menu > Information Management > Configuration > Information Management Configuration. The Information Management Configuration window is displayed.
- Click on Archiving Rules. The Archiving Rules tab is activated.
- Click on New Archiving Rule. The Archiving Rule window is displayed.
- Enter a Description for the new data archiving rule into the field provided
1.
- Using the Companies drop-down field, multi-select all companies applicable to this data archiving rule, or choose the All option, as required
1.
- Using the Module drop-down field, select the discrete focus area for the data archiving rule e.g. Allocations, CRM, Housing Options, etc.
- Using the Archive Task drop-down field, select the desired data archiving option aligned to the chosen Module e.g. CRM Case, CRM Communication 2.
- Where an archival batch is to be generated automatically: (1) Use the Scheduled frequency unit drop-down field to select an appropriate frequency parameter that will steer the unattended process i.e. Minutes, Days, Weeks or Months; (2) Enter the corresponding Scheduled frequency period value - the frequency unit multiplier - into the field provided 3; (3) Enter the Next due date for the scheduled event using the calendar icon (
), or type in the value directly (format DD/MM/YY or DD/MM/YYYY).
- Where permission must be granted before final archiving of identified entities can proceed, activate the Approval required tick box provided 4.
- Enter the Retention period (months) to capture the duration over which matching data entities must be preserved within the core database before archiving can take place. The Up and Down arrows are available to increment or decrement the value, as required.
- Use the Calculate retention date from field to nominate the desired commencement milestone for the retention period e.g. Case Start Date, Case End Date, etc.
- Define one or more Rule conditions that will determine the operating boundaries for the data archiving rule - click on Statement Builder to compile the logical expressions using the Add Function and Add Field options. This requisite step mirrors functionality covered separately in the topic Understanding the advanced statement builder.
- Alternatively, where a bespoke SQL stored procedure has been created to execute more complex data archiving rules, enter the subroutine name into the Stored procedure field provided 5.
- Activate the Delete Records and/or Delete Attachments tick box attributes, as appropriate, to force the removal of all identified records without transferring copies to the archive database.
- Choose an Effective from date for this data archiving rule i.e. the date on which it came into effect 6.
- Choose an Effective to date if the data archiving rule is to be reviewed on a specific date, or to capture a change of circumstances; a blank field means the rule will never expire.
- Click on Confirm. The defined rule is displayed in the Archiving Rules summary table.
- Repeat steps 3 through 17 to define further data archiving rules.
- Click on Save.
Tip
1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.
Note
1 System validation rules ensure that the description entered for each new data archiving rule is unique for the effective period.
2 To aid identification and purpose, these conveniently labelled archiving tasks focus on a single entity within a discrete module area. So, for instance, the task action CRM Case can be used to identify matching cases that fulfil criteria defined within the rule.
3 By way of example, if a four week data archiving frequency was required, a Scheduled frequency period of '4' would be inserted, coinciding with a Scheduled frequency unit of 'Weeks'.
4 The approval process is applicable to automatically generated batches only i.e. those where the Scheduled frequency unit and Scheduled frequency period values have been inserted.
5 More complex algorithms can be captured within a SQL stored procedure and linked to the data archiving rule in this way. Where a stored procedure has been linked, a separate rule definition cannot coexist.
6 The Effective from date defaults to the current system date and cannot be left blank.
See related topics...
Information management data archiving maintenance overview
To create a new data archiving batch
Understanding the advanced statement builder
