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Manage Archives |
  
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Manage Archives |
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Manage Archives provide users with the facility to archive, import and export form instances to and from the system. Using the facility it is also possible to deleted unwanted form data from the system by using the bulk delete feature provided.
Archiving provides a way to save existing database storage space by relocating the data to a XML file where it could be imported or exported to and from the system. This also provides an easy way to migrate data between different Enterprise Forms environments.
The Manage Archive facility is only accessible to users with Administrator or Super User privileges only. In addition, the associated form template must also be in Available, Close or Archived status before the facility is available.
Below are images related to the Manage Archive facility
The above image shows details of form submissions for the current form as actions available to Archive and Delete form data
Button |
Description |
Template Name |
Name of the form template |
Template Id |
Unique ID associated with the form template |
Total Form Records |
The total number of unique form submissions available for the form template |
Filtered Records |
The total number of unique form submissions based on the given Start Date and End Date criteria |
Start Date |
Start Date search criteria to filter records |
End Date |
End Date search criteria to filter records |
Filter Records |
Button to trigger filter based on the Start Date and End Date criteria |
Archive Form Data |
Button to trigger archive process on the filtered form data records |
Delete Form Data |
Button to trigger delete process on filtered form data records |
The above image shows the facility to import and export archives to and from the portal
Button |
Description |
Available Archives |
Displays a list of available Archives available for the form template |
Archive Upload |
Provides a facility to upload archives to the system |
Import Data From Archive |
Button to trigger archive import process on the selected archive |
Download Archive |
Button to download the selected archive |
Functionalities available from Manage Archives screen
| • | Filter and Archive form data |
| • | Filter and Bulk Delete form data |
| • | Upload and Import an Archive |
| • | Export and Download an Archive |
| • | Delete an Archive |
Filter and Archive form data
| • | By default the system returns all form instance submissions available for the form template. |
| • | To filter the result set, provide an optional Start Date to filter the result set |
| • | Provide an optional End Date to filter the result set |
| • | Click the Filter link button to apply the filter. Note the Filtered Records field property is refreshed |
| • | Click the Archive Form Date link button to initiate the archive process. Once completed the system will notify with the number of records archived successfully and the list of available archived is refreshed. |
TIP:
| • | The archive process involves the creation of an XML file that stores all the associated form records related to the form instance. An example XML archive file can be seen from here. |
| • | The number of records archived are those indicated in the Filtered Records fields |
Filter and Bulk Delete form data
| • | By default the system returns all form instance submissions available for the form template. |
| • | To filter the result set, provide an optional Start Date to filter the result set |
| • | Provide an optional End Date to filter the result set |
| • | Click the Filter link button to apply the filter. Note the Filtered Records field property is refreshed |
| • | Click the Delete link button to initiate the delete process. |
| • | Click on OK to confirm the process. Once confirm the process can not be reversed. |
| • | The system will notify with a message indicating the number of form records deleted. In addition the Total Number of Records and Filtered Records properties should be refreshed. |
TIP
| • | If Start Date and End Date properties are not provided through filtering, all form records will be deleted from the form template |
Upload an Archive
| • | From the Manage Archives section, click the Browse button to select an archive XML file to upload to the system |
| • | Click on Upload Archive to upload the selected archive. |
| • | Once upload the archive is listed in the list of available archives for the form template |
TIP:
| • | This action only upload the archive to an archive storage location. It does not import the data contained within the archive to the form template. To import the archive you will need to use the Import Archive facility |
Import an Archive
| • | Select an Archive from the list of available Archives |
| • | Click on Import Data From Archive to initiate the import process |
| • | Once the import process is completed, the system will notify with a number of records imported successfully |
Download an Archive
| • | Select an Archive from the list of available Archives |
| • | Click on Download Archive to download the selected archive |
Delete an Archive
| • | Select an Archive from a list of available Archives |
| • | Click on Delete Archive to initiate the delete process |
| • | Click on OK to confirm the action. Once confirm the process can not be reversed |