Configuring Scheduled Archiving and Deleting

You can configure regular archiving and deleting jobs for completed, erroneous and terminated process instances that are no longer needed in the database. Based on your settings, the system checks at regular intervals for process instances that qualify for archiving or deleting and sends them for processing. The archived instances can later be displayed and used for reference purposes. Deleted instances cannot be accessed or viewed.

More information: Archived and Deleted Process Instances

The settings that you make here are system dependent. They are not transported with the process templates.

• You have the appropriate rights to use the Administration workset.

  More information: Portal Roles

• You have configured the XML Data Archiving environment for Java applications.
• You have scheduled the regular performance of the archiving and deleting tasks in Administration   → General  → Schedule Tasks.

  More information: Scheduling Tasks

To define settings for archiving and deleting of process instances, open the Administration workset and choose Archiving and Deleting   →  Maintain Process Templates from the contextual panel.

Defining Global Settings

You can define global settings for all process templates that do not have their own settings for archiving and deleting.

1. Open the Global Settings tab page.
2. You have to specify settings for the following process categories based on completion status:
   • Completed
   • Erroneous
   • Terminated
3. For each of the categories listed above specify archiving and deleting information:
   • Type of operation
     • Archiving
     • Deleting
     • None
   • The time period (in days, weeks, months or years) after which the process instances qualify for processing
4. Choose Save.

Defining Process Template Settings

You can define specific settings for process templates chosen by you.

1. Open the Process Template Settings tab page.
2. To select one or more process templates from the gallery, choose Browse.
3. Navigate to the folder where the templates you want to configure reside and select them.
4. Choose Select.

   The templates appear in the list. You can delete templates by choosing Delete.

5. Select the template for which you want to define custom settings.
6. On the Custom Settings for Process Instance panel, you have to specify settings for the process categories listed in step 2 of the previous section.
7. To specify archiving and deleting information, follow the instructions of step 3 in Defining Global Settings.
8. To override any already defined global settings and enable the custom settings you have specified, set the Specify Custom Settings indicator.

You can disable custom settings any time by deselecting Specify Custom Settings.

1. Choose Save.
2. To define custom settings for the other templates in the list repeat steps 5 through 8.

More Information

Starting Manual Archiving and Deleting

Monitoring Archiving and Deleting Jobs