Archive records

To archive records:

1. Click System Administration > Ongoing Maintenance > System > Purge/Archive.
2. Fill in the following fields:
   
   

   Field	Description
   Enter Format Name	Type the name of the form to archive.
   Use Data Map?	Type true or false 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 true or false to enable a confirmation message to use a data map for each record archived. This option is only valid if the Use Data Map? option is also enabled.

   
   
3. Click OK.
4. Fill in optional search criteria.
5. Click Query.
6. Click Execute Search.
7. Click Archive.
8. Fill in the following fields:
   
   

   Field	Description
   External File Name	Type the name and path of the file used to save the records. By default, this file is in the RUN folder of the Service Manager server.
   Member	This field is obsolete.
   Unload Type	Select the operating system file format of the external file.
   Append to File	Select this option to add records to the end of an external file of the same name. If an external file of the same name does not exist, Service Manager creates a new file. If this field is cleared, then Service Manager overwrites any existing file of the same name.
   Use Data Map	Select this option to use a predefined data map when archiving the selected records. Using a data map may result in Service Manager archiving more records than what you originally selected by the query.
   Prompt for Data Map	Select this option to enable a confirmation message to use a data map for each record archived. This option is only valid if the Use Data Map option is also enabled.
   Suppress Messages	Select this option to hide all messages that the purge and archive function generates.
   Export Mode — Binary	Select this option to save the external file in Service Manager’s binary format. Only the Service Manager Database Manager can read this binary file format. You must select this option for archiving records.
   Export Mode — Text	Select this option to save the external file in Service Manager’s text format. This format is human readable but is not intended for export to other applications other than Service Manager’s Database Manager. You cannot select this option for archiving records.
   Export Mode — Formatted Text	Select this option to save the external file in a user-defined text format. This format is intended for export to other applications. If you select this option, you must type a valid text format name in the Form Name field. You cannot select this option for archiving records.
   Form Name	Type the name of the form to use when exporting records as formatted text. This option is valid only when you select the Formatted Text option. If the text form does not already exist, Service Manager prompts you to create it.
   Dbdict Load Options — Create file if not there, and update if present	Select this option if the data saved in this external file should replace existing data in the target Service Manager system.
   Dbdict Load Options — Create file if not there, but do not update if present	Select this option to ignore data saved in the external file that already exists in the target Service Manager system.
   Dbdict Load Options — Create file if not there, and update if present, including keys	Select this option if the data saved in this external file should replace existing data in the target Service Manager system including the database keys.
   Dbdict Load Options — Create file if not there, and update if present, including SQL mapping	Select this option if the data saved in this external file should replace existing data in the target Service Manager system including the database SQL mapping.
   Dbdict Load Options — Create file if not there, and update if present, including keys AND SQL mapping	Select this option if the data saved in this external file should replace existing data in the target Service Manager system including the database SQL mapping and the database keys.
   Record Load Options — Add/update records	Select this option if the records saved in this external file are to replace any existing records in the target Service Manager system.
   Record Load Options — Only add new records	Select this option to ignore records saved in the external file that already exist in the target Service Manager system.

   
   
9. Click unload/export.
   Service Manager saves the select records to an external file.

Related topics

Data maps
Exporting records
Importing records
Purging and archiving records
Unload files
Using data maps to purge and archive records
Unload script utility
Master data records
Purge and archive records
Purge records
Schedule purge and archive processes
Load/unload implications of case-sensitivity