Purge and archive records

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 purge and archive records:

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

Fill in the following fields.

Field	Description
Format Name	Type the name of the form to purge and 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 purged and archived. This option is only valid if the Use Data Map? option is also enabled.

Click OK.

Fill in optional search criteria to select the records to purge and archive.

Click Query.

Click Execute Search.

Click Purge/Arch.

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 located in the RUN folder of the Service Manager server.
Member	This field is obsolete.
Unload Type	Select the operating system file format for the external file.
Append to File	Select this option to add records to the end of an external file of the same name. If a 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 text format to use when exporting records as formatted text. This option is only valid with the Formatted Text option is selected. If the text format description 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.