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Archiving
During archiving (reorganization), orders are
saved to an external storage medium and simultaneously deleted from the
database.
When archiving, you specify a date as selection
criterion. This date is compared to the date the orders were last changed. The
system selects only those orders that have not been changed since this
date.
The selected orders are then checked to see
whether they are ready to be archived.
You start the archiving process from the
application menu by choosing :Tools -> Archiving -> Orders ->
Edit -> Start archiving
Here, you can further limit the orders selected
by entering
The time at which the orders are archived
depends on the two retention periods you defined during system configuration.
These retention periods are defined in months.
Archiving takes place in several
steps:
1. On the
"Basic data" screen, you can flag a particular order for deletion using the
function:
"Edit -> Deletion
flag -> Set flag"
You cannot set the
deletion flag in an order which contains either actual costs or commitments;
the order must be settled in full.
This does not apply to statistical orders, where you can set the deletion flag
at any time.
As long as the
system has not yet set the deletion indicator, you can reverse the deletion
flag using the function:
"Edit -> Deletion
flag -> Delete"
2. Retention
period 1 specifies the period that must lie between the deletion flag being
set and the deletion indicator being set. During the next archiving run, the
system checks whether retention period 1 has expired.
a) If it has
not, nothing happens to the order.
b) If it has,
the system sets the deletion indicator in the order.
You
cannot reverse the deletion indicator.
3. Retention
period 2 specifies the period that must lie between the deletion indicator
being set and the order being archived. If the deletion flag has already been
set, the system checks during the next archiving run whether this period has
expired.
a) If it has
not, nothing happens to the order.
b) If it has,
the order is archived and deleted from the database.
The retention periods are thus a tool which you
can use to influence the archiving process.
Note
The following example illustrates how you use
the retention period to control the archiving process
Example
| Order type |
Retention period 1 |
Retention period 2 |
| 0100 |
1 |
1 |
| 0200 |
0 |
2 |
| 0300 |
1 |
0 |
| 0400 |
0 |
0 |
Assume your order archiving runs on the 20th of
each month, and that you always enter the 1st of the month as the key date.
The effects would be as described below.