Configuring data archiving for a form

To configure data archiving for a form

1. Open a form to configure data archiving.
2. Click the Definitions tab.
3. Expand the Other Definitions panel and then the Archive panel.
   Archive panel
   
4. Select an Archive Type option:
   Archives must be either copy and delete or delete. Any archives that are of type copy at the time of upgrade will be converted to copy and delete. This ensures that records in the archive form are unique. For more information on Archive Types, see Archiving-data.
   • Copy to Archive and Delete from Source
   • Delete from Source
   • None
5. Select the Enable option to enable archiving of the form.
6. Enter the name of the archive form to send the archive data.
   If the form does not exist, AR System creates the form.
7. If you selected Copy to Archive and Delete from Source, enter a name for the archive form.
   For example, if you are archiving data on the Application Statistics form, you might name the archive form Application Statistics_Archive.
   If the form that you entered does not exist, AR System creates the form. If the form exists, it must have these required properties of an archive form, as described in Archive-form-characteristics.
8. To include the form in the archive policy, select the Include In Archive Policy option. When you select this option, your form is archived as per your configuration based on the global policy set in the Server Configuration form. For more information, see Archiving-overview.
9. (Optional) If you selected Copy to Archive and Delete from Source, select the following options to exclude them from the archive form:
   • No Attachments

   • No Diary Fields
     Selecting these options saves space in the archive form if the main form has large attachments or a large amount of data in diary fields.

     Warning

     If you select Copy to Archive and Delete from Source, and select the No Attachments and No Diary Fields options, the data in the attachments and diary fields are deleted from the main form and are not copied to the archive form.

10. To identify the data on the form to archive, enter a qualification.
    For example, to archive statistics for a particular server from Application Statistics form, enter:
    'Server Name' = “server name”
11. To specify the age criteria for archiving records, complete the Number of Days field and Qualification Field.
    The default qualification field is Modified Date. This is a new parameter added in the archive definition, which specifies that the records should be archived when they have reached a specific age. For information about understanding age qualification, see Archiving-overview. 
    For example, to archive statistics that were last modified before 30 days from the current date in the Application Statistics form, enter:
    
    • Number of Days: 30
    • Qualification Field: Modified Date
      To make changes in these fields, the overlay type must be Overwrite. 
12. The description fields in the archive policy form and Archive Manager Console show the description from the archive definition. Write the description in such a way that even an administrator less familiar with the application is able to understand the effects of the policy.

13. Save the form.
    After the data is archived according to your qualification criteria at the time specified, you can open your archive form and view archived data using a browser.

    Important

    When a view form is archived, the archive form is created as a regular form containing core fields that are not in the source form. You must supply default values for the required Submitter and Short Description core fields in the archive form.

Where to go from here

You must now choose which association you want your archiving process to include along with your form. For more information, see Configuring-data-archiving-associations-for-related-forms.