Enabling record archiving

To enable archiving of record definitions

1. Log in to BMC Helix Innovation Studio and navigate to the Workspace tab.
2. Select the application in which you want to enable archiving of a record.
3. Click the Records tab. 
4. From the list of available records, select the regular record definition that you want to archive.
5. In the Details section, click the General Properties tab.

6. In the ARCHIVING section, update the following fields: 

   Property	Description	Example
   Enabled	Click Enabled  to enable the archiving of the record data.
   Record Operation	Select the archiving type that you want to use: Archive and delete source record—The record you select is archived, and the source record is deleted. Delete source record—The original record is deleted; no archiving is involved. Do not archive—The archive settings for the record is removed.
   Include Attachments	Select the option to archive the attachments for the record instance.
   Archive Record Definition Name	Enter a name for the archived record definition. For example, if you are archiving the Employee record definition, you can name the archive record definition as Employee_Archive.
   Record Age	Specify the number of days from the current timestamp after which the records are archived; for example, 30 days from the server's current date or time.
   Record Age Field	Specify the field on the form that is used to determine the record’s age after which records should be archived; for example, Modified Date.  Important: The field should be of the type Date/Time.
   Description	Enter the description from the archive definition.
   Record Filter	Build an expression to filter the records. All records matching the condition in the expression will be archived.
   Associations To Follow	Select the option for defining associations that need to be archived with the record. For more information, see Creating-record-associations. The following list displays the associations to follow options: Selected—Only the selected associations are archived. You can select the associations and the related records that you want to archive.  All—All the associations for this record are archived. If you select this option, associations not meant for archiving are also included. All Enforced—All enforced associations are automatically selected for archiving. You can also select unenforced associations from the associations list.  Follow Parent—The option specified for the parent record is applied to the child record. For example, if All Enforced option is selected for the parent record, the child record also follows All Enforced associations. None—No associations are selected for archiving with this record. No related forms will be archived. In the Best Practice Customization mode, you can overlay Associations to Follow for Archive. However, you will only be able to select the Associations to Follow option, which includes a higher-level option than the Base Development mode. For example, if you have defined the Selected option in Base Development mode, you can only choose the All Enforced or All option in the Best Practice Customization mode.
   Missing Archive Definitions	Click the Click to view missing definitions option. The Missing Archive Definitions dialog box lists the record associations that have not been archived based on the options you selected from the Associations To Follow field.

7. Click Save.  

To archive the record data

Make sure you have enabled archiving of record definitions. 

1. Log in to BMC Helix Innovation Studio and navigate to the Workspace tab. 
2. Select the application for which you want to archive the record definition.
3. Click the Records tab, and select the record you want to archive. 
4. Click Archive.
   The data is archived to the earlier created archived record definition.

To view the archived record

1. Log in to BMC Helix Innovation Studio and navigate to the Workspace tab. 
2. Select the application for which you want to view the archived record definition.
3. Click the Records tab.The record definition you archived is displayed with the archive record type in the list of available records.

To delete archived records

1. Log in to Mid Tier.
2. Open the IT Home page.
3. From the Applications menu, select AR System Administration > AR System Archive Manager Console.
4. In the System Archive Setting section, from the Archive Policies table, select the archive policy you have already defined for the BMC Helix Innovation Studio applications.
   The Original Qualification field displays the expression used in BMC Helix Innovation Studio to archive the records. 
5.  (Optional) In the Qualification field, define a new qualification to select the records you want to delete. 
6. In the System Archive Export section, from the Operation list, select Delete.
   This option deletes the archived data equal to or older than the Age in Days value from the archive records.
7. In the Age In Days field, enter the number of days based on which the records are deleted. 
    For example, if you type 180 in the Age in Days field, all records that were archived 180 days ago, or longer, are deleted.
   
8. Click Export and click Close.

To disable archiving

1. Log in to BMC Helix Innovation Studio and navigate to the Workspace tab. 
2. Select the application for which you want to disable archiving for a record definition.
3. Click the Records tab. 
4. From the list of available record definitions, click the record definition for which you want to disable archiving.
5. In the Details section, click the General Properties tab.
6. In the ARCHIVING section, click Enabled  for the record definition that was enabled for archiving.