Archiving data

As a BMC Helix Digital Workplace administrator with AR admin permissions, you enable the data archival policy for historical data such as in-app notifications, social media posts and their attachments, and user session data. You can match the policy according to the organization's overall archival policy.

A data archival policy provides the following benefits:

  • Periodically archives historical and obsolete data.
  • Improves the efficiency of the system and utilize the available infrastructure and resources optimally.

How data archival policy works

By default, the data archiving policy is not enabled for BMC Helix Digital Workplace. After you enable the policy, data is archived based on the following default criteria:  

Type of data that is archivedRecord definition nameCriteria for archivalData archived after daysAction taken after the archival period
In-app notifications including the dismissed notificationsS2NotificationCreated date548Delete 
In-app notification statusS2NotificationStatusModified date90Delete
Social posts including attachments and comments, and associationsS2PostCreated date548Archive data in a database table and delete from the original record
User session data (timestamp, active time, and so on)UserSessionModified date548Archive data in a database table and delete from the original record
  • You can choose to archive the in-app notifications and notification status, social posts, or user session data, or all of these.
  • You can modify the time period for data archival. 
  • You can delete the data after the archival period. 

Before you begin

Ensure that you have AR administrator permissions.

To enable and configure data archiving

  1. As an AR administrator, log in to BMC HelixITSM.
  2. Select AR System Administration > AR System Archive Manager Console. 
  3. To enable the archival policy, from the Policy Description list, click the entry from the following options for which you want to enable data archival:
    • DWP Notifications Archive Policy—In-app Notifications
    • DWP Read Notification Archive Policy—In-app Notification status
    • DWP User Post Archive Policy—Social posts
    • DWP User Session Archive Policy—User session
  4. Click Enable Policy, as shown in the following image:

    Enable data archival policy
     
  5. (Optional) To modify the number of days after which the record if archived, in the Age in Days field, enter the custom number of days, as shown in the following image:

    Specify custom age of archival policy
     
  6. Click Apply. 
  7. (Optional) To disable the policy, click Disable Policy. 
    When the policy is disabled, the Custom Specified Age in Days column has a value of -1. 

To view the archived records

You can view the archived records for social posts and user session data from BMC Helix Innovation Studio. 

  1. As an administrator, log in to BMC Helix Innovation Studio. 
  2. On the Workspace tab, click Digital Workplace. 
  3. On the Records tab, search for archive.
  4. Click the checkbox next to one of the following record definitions for which you want to view the archived data:
    • S2Post_Archive—To view the archived social posts
    • UserSession_Archive—To view the archived user session data
  5. Click Edit data. 
    A list of all the archived records is displayed, as shown in the following image: 

    View archived data
     
  6. Review the archived records and click Close. 
     

 

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