Knowledge: Scheduling Archive/Deletion of Multiple Items
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Knowledge
Title*Scheduling Archive/Deletion of Multiple Items
ManualAdministration
Manual Level TwoData Rooms
Manual Level ThreeItems
Created22/04/2022
DetailThere are several ways to archive then delete items from a Data Room, below are the various options:
- Data Room Setting : Auto Archive Items based on number of days since Last Edit Date.
- Data Room Setting : Auto Delete Items based on number of days since Archived.
- Job Scheduler : Auto Archive Items based on field value in Data Room.
Please note all of these options have potential to cause serious data integrity issues if not used correctly, the most serious being if "Auto Delete Items" is used incorrectly, as this is not recoverable at all.
Note : You can also archive individual items via API calls or Archive Item Data Action, API call also supports deletion of individual items, but please do not use this without discussing with Sysero first.
Auto Archive Items
This setting is found under Admin > Data Rooms > Data Restrictions. It requires the Job Scheduler to be running job action Process Sysero background tasks > Auto Archive. You set the number of days until after the Last Edit Date on the record, it will then archive them when the job runs. Not archiving is not Deletion and they can be restored at this point, but if not used carefully can archive lots of live records, which will require considerable effort to resolve.
Auto Delete Items
This setting is found under Admin > Data Rooms > Data Restrictions. It requires the Job Scheduler to be running job action Process Sysero background tasks > Auto Delete. You set the number of days until after the Last Edit Date on the record for only records that are Archived, it will then delete them when the job runs. Note this is non recoverable, the record is fully deleted, so extreme care should be taken when setting this up.
Auto Archive Items based on field value in Data Room
This setting is found under Job Scheduler as a Job Action that can be scheduled.
You need to set one or more initiate field(s) and value(s) for it to match on (it will and them together) . If using a date field you can use = < or > with pseudo value Today with + or - number of days required. The Complete Field can then also set a field value when the record is archived.
Additional Manual Locations
| Administration | Job Scheduler |