Schedule purge and archive processes

Search for	Example	Results
A single word	`cat`	Topics that contain the word "cat". You will also find its grammatical variations, such as "cats".
A phrase. You can specify that the search results contain a specific phrase.	`"cat food"` (quotation marks)	Topics that contain the literal phrase "cat food" and all its grammatical variations. Without the quotation marks, the query is equivalent to specifying an OR operator, which finds topics with one of the individual words instead of the phrase.

Search for	Operator	Example
Two or more words in the same topic	`AND` `and` `+` (plus symbol) `&` (ampersand)	`cat AND dog` `"cat food"+milk` `"cat food"&"dog food"`
Either word in a topic	`OR` `or` `\|` (pipe)	`cat OR dog` `cat \| dog`
Topics that do not contain a specific word or phrase	`NOT` `not` `!` (exclamation point)	`NOT cat` `! dog`
Topics that contain one string and do not contain another	`^` (caret)	`cat ^ mouse`
A combination of search types	`( )` parentheses	`cat + (dog \| mouse)` `cat \| dog + (! mouse)`

Applies to User Roles:

System Administrator

To schedule purge and archive processes:

Click System Administration > Ongoing Maintenance > System > Purge/Archive.

Fill in the following fields.

Field	Description
Enter Format Name	Type the name of the form to purge and archive.
Use Data Map?	Type yes or no to enable the data map associated with this form. If enabled, Service Manager archives all associated records with the form you select.
Prompt Data Map?	Type yes or no to enable a confirmation message to use a data map for each record purged and archived. This option is only valid if the Use Data Map? option is also enabled.

Click OK.

Fill in optional search criteria.

Click Query.

Click Execute Search.

Click Schedule.

Fill in the following fields.

Field	Description
Date/Time to Run	Specify the date and time to run the archive, purge, or purge and archive process.
Repeat Interval — Enter Number of Days and Time	Specify the number of days, hours, minutes, and seconds to wait, if any, before repeating the archive, purge, or purge and archive process. Type the interval in the following format: <days><hours>:<minutes>:<seconds>. For example, 1 00:00:00 is a repeat interval of 1 day.
Repeat Interval — Monthly	Select this option to repeat the archive, purge, or purge and archive process every once every month from today’s date.
Repeat Interval — Quarterly	Select this option to repeat the archive, purge, or purge and archive process every once every quarter from today’s date.
Repeat Interval — Semi-Annually	Select this option to repeat the archive, purge, or purge and archive process every once every six months from today’s date.
Repeat Interval — Annually	Select this option to repeat the archive, purge, or purge and archive process every once every year from today’s date.
Archive Only — Ext File	Type the name and path of the external file to contain archive records.
Archive Only — Member	This field is obsolete.
Archive Only — Append to existing file or create new file (append/create)	Select Append to add records to the end of an external file of the same name. Select Create to overwrite an external file of the same name. With either option, if an external file of the same name does not exist, Service Manager creates a new file.
Use Data Map?	Type yes or no to enable the data map associated with this form. If enabled, Service Manager archives all associated records with the form you select.
Suppress Messages	Select this option to hide all messages that the purge and archive function generates.
Dbdict load options include	Select one of the following options: Create — Select this option to create a new file if one is not present in the target Service Manager system and to preserve the existing file if there is a duplicate file in the external file. Replace— Select this option to create a new file if one is not present in the target Service Manager system and to overwrite any existing files with the entry in the external file. Remove — Select this option to create a new file if one is not present in the target Service Manager system and to replace any existing file with the entry in the external file.
Record load options include	Select one of the following options: Add/Update — Select this option to create a new records if they are not present in the target Service Manager system and to overwrite existing records with entries from the external file. Add Only — Select this option to create a new records if they are not present in the target Service Manager system and to preserve any existing records if there duplicates entries the external file. The records will be updated or inserted into the table regardless of case-sensitivity.