Data-Basics Training & Support WO and System Cleanup

Cleanup, Archive & Purge Functions

Function: Start Work Order Batch Close Purpose: This function will assign a Date Closed to Work Orders that are missing this date and have a status of “Cancelled” or “Billed”. The Date Closed is not always set so running this function will populate it. The date closed is needed for various reports and purge functions to work properly. The date closed is also used by the Time Anywhere Module to eliminate “closed” work orders for Time Entry. Usage: The system will update the Date Closed with the highest date found on the Technician tab. If this date is blank, it uses the Date Closed entered when the function is run. It is recommended to run this function by year for each year of history.

Function: Start Work Order Close Run for each Prior year: Date Closed: Enter last day of the Year – 12-31-YYYY (e.g. 12-31-2007) Date Opened: Enter year as: YYYY% Re-Run the function for each year: (e.g. 2007%, 2008%, 2009%, 2010%, etc) For the Current year, consider running it for each month: Date Closed: Enter Month end date – MM-DD-yyyyy (e.g. 01-31-2017) Date Opened: Enter as YYYY-MM% Re-Run the function for each month (e.g. 2017-01% for January, 2017-02% for February, etc)

Function: Start Edit Daily Work Orders Purpose: This function is normally used to roll uncompleted calls to the next day for those who use the Classic dispatch board (1 day view). Special Usage: This function can be used as a "house-keeping" tool to batch close OVERHEAD type work orders that are old but are not being marked “completed” to force the status to be “Completed”, “Billed” or “Archived” so they drop off the Dispatch board. Time Anywhere Users: This function can also be used (by Technician Id) to set the status of OVERHEAD workorders to Billed & then later the Start Work Order Batch Closed function run to set the Date Closed on these ‘billed’ OVERHEAD work orders so they do not appear in “My Work Orders” list for Time Entry. Optional Registry: sys-start-swrkordrdlyedt Setting: initialValueFor~wrkordrlgtype.id

Function: Start Schedule Events Purge Purpose: This function is intended to be run as a repeating scheduled event. This function deletes Scheduled Events for Billed and Cancelled Work Orders. For Work Order Related Events, it purges those Scheduled Events belonging to Work Orders whose WO Escalation Status is set to Cancelled or Billed AND has a Date Closed. For Reports, Alerts and other non-WO related events (weblogs), it purges all cancelled and executed events. (optional) Registry ID: sys-start-sprgeschdldevnt Setting Key: DaysToSave Setting Value: 60 (Default, if not setup) The Purge Thru date is determined by applying the DaysToSave registry setting to the current system date. Setting Key: IncludeClosedWorkOrders Setting Value: true ALL events older than 60 days will be purged from Billed and Cancelled work orders. Setting Key: IncludeClosedWorkOrders Setting Value: false (Default, if not setup) OnlyTriggered and Canceled events older than 60 days will be purged from Billed and Cancelled work orders.

Scheduled Event: sprgeschdldevnt Create a PROCESS to run at night to Purge Scheduled Events using the settings in registry option: sys-start-sprgeschdldevnt

Function: Start Archive Work Orders Purpose: This function is designed to allow high-volume customers to update old Work Orders from prior years to an “Archived” status. Archived work orders will not appear on the Dispatch Board, but are still listed in the New Call WO history pane. To be eligible for archiving, the Work Order’s Date Closed must be set, and the Escalation Status would typically be set to Billed or Cancelled.

Function: Start Archive Work Orders (cont’d) When a Work Order is Archived, a Tech line will be added with a Log Type status of “Archive” which will override all other statuses. To ‘unarchive’ a Work Order, the user can simply delete or change the ‘archived’ Tech line and save the Work Order. A new filter button, Archived, has been added to the Work Order List; clicking this button filters the list to Archived Work Orders only.

Function: Start Auto Archive Workorders Purpose: This function is intended to be run at night as a repeating scheduled event. This function is for high-volume customers to update old Work Orders to an Archived status. The purge uses the criteria set up in registry option: sys-start-Sautoarchivewo Setting Key: DaysOld Setting Value: #days If this was set to 365 days, the work order would have to have a date closed on it 365 days or earlier than today. Setting Key: EscalationStatuses Setting Value: billed,cancelled,nobill This is the recommended setting. Archiving ‘completed’ work orders with this function is NOT recommended as they may have unbilled costs and most users still want access to them on the dispatch board.

Scheduled Event: sautoarchivewo Create a PROCESS to run at night (weekly) to Archive Workorders using the settings in registry option: sys-start-sautoarchivewo

Function: Start Message Table Purge Purpose: This function deletes or archives Posted messages from Tech Anywhere, Time Anywhere, Service Channel and SageQuest messages using the criteria below. This function is intended to be run nightly as a repeating scheduled event. The function will use the defaults if these registry options are not setup: (optional) Registy Id: sys-start-sprgemssge Setting Key: DaysToKeep Setting Value: Number of days   Default 60 Setting Key: DisableArchive Setting Value: true Default is false This option allows you to disable archiving of purged messages to the “mssgearcve” table. If this option is enabled, the purged messages will be deleted and will no longer be available for inspection in your database.

Scheduled Event: sprgemssge Create a PROCESS to run at night to Purge Message Table using the settings in registry option: sys-start-sprgemssge

Function: Start Archive Record Change Log Purpose: Performance when opening viewers can be negatively impacted by the number of records in the Record Change Log table. The Record Change Log table is automatically maintained by the system and lists the record that was changed, the user that changed it, and the date and time of the change. This function's purpose is to provide a means of managing the table’s size without losing any data as this function moves the selected data from the Record Change Log table to the Record Change Log Archive table. This function is intended to be run at night as a repeating scheduled event. The number of days to retain is controlled by the following registry setting. (Optional) Registry Id: sys-start-sarchvercrdchngelg Setting Key: DaysToSave Setting Value: number of days Enter how many days of change records you want to retain in the change log table. (Default 10). When the archive is run, all change log records older than # of days will be moved to the archive table (rcrdchngelgarchve)

Scheduled Event: sarchvercrdchngelg Create a PROCESS to run at night to Archive Record Change Log using the settings in registry option: sys-start-sarchvercrdchngelg

Obsolete Function: Start Purge Record Change Log DO NOT RUN THIS PURGE. Purpose: This function will delete the Record Change Log data. Use the Archive Record Change Log instead. Edit the registry setting below to prevent accidental delete of the Change Log. Registry Id: sys-start-sprgercrdchngelg Setting Key: MaximumRecordsToDelete: 0 Setting Key: DaysToSave Setting Value: 9999 Max=0 Days = 9999

Function: Start Document Archive Maintenance Purpose: This function is used to automatically generate a YYYY-MM subfolder structure for your archived documents, resulting in a more manageable number of files in each folder. It also provides the ability to convert DBR report files to PDF’s. This process attempts to bring the various documents up-to-date based on current archiving technology as follows: Archives any source documents (and their children) not already archived. Updates the Archive File Location and File Type columns in document records. The results are written to a log file in the directory containing the SAMPro executable as: UserID_DocumentLog_yyyy-mm-dd_nnnnnn.txt Evaluates document records where the Archive File Location and File type fields are not set, and updates this info if the archive file itself exists. This will enable the Create PDF button to successfully find these documents. If documents (such as scanned files) were saved to user’s local directories, this function must be run FROM THAT USER’S TERMINAL to be included.

Function: Start Document Archive Maintenance (Continued) Before running this function, check the available disk space of the drive where you are archiving. It may take some time to process a large numbers of documents. The 1st time you run this function change the “Maximum Number of Documents to Process" to 50 so you can benchmark how long it will take to run the first 1000 documents (at night) and how much disk space you will need. Review the log file for the total number of documents which need to be archived as it may take 5-10 nights to archive all your document if running 1000 per night. This function requires the following Registry settings: sys-start-sdcmntarchvemntnnce and sys-document-archive

Function: Start Document Archive Maintenance (Continued) Example of document SubFolders:

Function: Start Document Archive Maintenance (Automated) Purpose: The Document Archive (Automated) function is intended to be run at night as a repeating scheduled PROCESS event. This function uses the following Registry options: sys-start-sdcmntarchvemntnnce Setting: MaxDocumentsToProcess Value: 1000 A reasonable value to start with is 1000. If your system handles this well, the number can be increased. This field is required if it will be run at night. Setting: RequiredFieldsParent Value: dcmnt-mx Setting: MoveToSubfolders Value: true (default false) Setting: ConvertDBRsToPDFs Value: true (default false) Setting: ShowDetails Setting Value: true This option controls the level of detail written to the log file generated when this function is run. It should always be enabled. sys-document-archive Key: UseSubdirectories Value: true Implementing this option results in the archived documents being put into the appropriate YYYY-MM subfolders.

Scheduled Event: sdcmntarchvemntnnce Create a PROCESS to run at night to Archive Documents using the settings in registry option: sys-start-sdcmntarchvemntnnce

FAQ How do I find out if any of these nightly functions are already setup to run ? Go to View Scheduled Events. Click on the ‘Find Data’ icon & enter: Status: clear out the values Event Type: process Now click List or Show Data. Select the record(s) to review the run date on top and the repeating event dates at the bottom on the main screen. Edit as needed. When creating a new Process in the Schedule Events viewer, is it possible to ‘clone’ from an existing record ? Yes. Bring up an existing process record, go to the Event ID and type in: new The Add button should now appear – click the Add button. After the new record is added, change the Function Id to the new function you wish to run and change the Notification Text and Description to match the function to be run. Review the Repeat Events days/time and CHANGE THE TIME so it does not conflict with the other processes that are schedule to run. Set the date & time on the top of the screen to when it should run for the first time.