Improving system performance by using the Data Cleanup utility

The Data Cleanup utility does not run on archived forms.

Watch the following video (2:15) to understand the overview of the Data Cleanup utility:

https://youtu.be/irGf3oAkgKo

To update out-of-the-box settings for the Data Cleanup utility

An administrator uses the AR System: Stale Data Cleanup form to update the list of  out-of-the-box forms and record definitions:

1. To update out-of-the-box forms, open the AR System: Stale Data Cleanup form through Mid Tier.
   
   
   1. In Form Name, update the forms and record definitions.
      The Form Name shows the default list of forms and record definitions where the Data Cleanup utility runs. 
   2. In Keep Days, update the age of data kept in forms and record definitions.
   3. In Timeout in Minutes, specify how long the Data Cleanup utility runs on a form.
      Default —120 minutes.
      • You can configure different timeouts for different forms and record definitions.
      • The timeout mentioned for the forms or record definitions must be less than the timeout you specify for the Data Cleanup utility.
        For example, if the Data Cleanup utility timeout is 120 minutes, the form or record definition timeout must be less than 120 minutes.
   4. In Enable Form, select an option to enable the Data Cleanup utility to run on selected forms and record definitions.
      Valid values:
      • Yes—Run the Data Cleanup utility for the forms selected in the Form Name field.
      • No—Do not run the Data Cleanup utility for the forms selected in the Form Name field.
        
        

2. In the Centralized Configuration, update the default value of the Stale-Data-Cleanup-Cron-Job-Schedule setting.

   Best practice
   We recommend scheduling the Data Cleanup utility during non-business hours.

   • For information about setting up a Cron job see, New in Spring 5.3: Improved Cron Expressions in spring documentation.

   • For information about scheduling a Cron job see, CronMaker application.

The Data Cleanup utility run is scheduled.

Considerations for running the Data Cleanup utility on the historic_process_context form

Consider the following points when you run the Data Cleanup utility on the historic_process_context form:

• You can delete the out-of-the-box record definitions only if the historic process context is enabled. For more information, see Disabling history of process instances.
• If child forms are disabled, the Data Cleanup utility does not delete records from the parent form.
• If timeout occurs for the child form, the Data Cleanup utility does not delete records from the parent form.
• All entries in the historic_process_context form are deleted if the following conditions are true:
  • The historic process context is disabled.
  • The form create date is lesser than the value in the Keep days field of the Stale Data Cleanup form.

List of out-of-the-box forms and record definitions

By default, the Data Cleanup utility runs on the following forms and record definitions: