This document describes the archive and delete functionality in the M3 Business Engine.
An archive is a collection of records from computer files that have been packaged together for backup, for transport to some other location, for saving away from the computer so that additional hard disk storage is made available, or for other purposes.
An archive can include a simple list of files or files organized under a directory or catalog structure.
Deletion is the permanent removal of computer files from the computer or hard disk.
Tables containing transactions tend to increase in number. This is due to the nature of the business and the setup of the M3 Business Engine system. M3 Business Engine uses a database where indexed tables are used. Almost each one of these tables has several indexes connected to it, which also takes up disk space. Sometimes, a single index can use 30-40 percent of the disk space volume of its related table, all depending on how the access path is specified. If a table contains deleted records, its indexes will still contain access information for those deleted records.
If you are archiving for the first time, we recommend that you test the archiving first in a separate test database (a copy of the production database).
Consult your responsible system operator, since this routine requires knowledge of how database schemas are saved and cleared. If many transactions and records are expected to be archived in a run, the system operator must ensure that the disk usage is not too high before the archiving begins, since it will not be reduced until the archiving schemas are cleared. If the server has enough disk space available, previously performed archives can be restored to the archiving schema before the archiving job is started. Then, new data will be added to the existing tables, and the archive function will work faster since the files do not have to be created.
It is important to understand that after you archive, you will not be able to perform certain functions, view certain information, and restore the information using a standard M3 Business Engine function.
These are examples of actions that are not possible:
New fields may be added to a table that already exists in the archiving schema. If you want to archive more records in this table, you must move the previously archived transactions to another schema and remove the table from the archive schema before you do the new archiving.
This chapter describes the workflow for any of the archiving and deletion functions in M3 Business Engine.
Define archiving library MVXARCH in 'Archiving Library. Open' (AMS010) and 'Settings - Filing' (CRS799).
Check functions per table in 'Table. Open' (MNS120)
Check which archiving function to use per table in (MNS120).
Define records in 'Archiving. Open Toolbox' (AMS100)
Define the archiving setup in (AMS100). (AMS100) is described in detail in the next chapter.
Create M3 BE Control Reports
Run the M3 control report relevant to the archiving function being processed to ensure that the stored table values before and after the archive are consistent.
Run the archive functions
Make your selections in the routine's start panel. These functions will submit a batch job. Afterwards, check the printed receipt to verify that the selected function has worked as expected.
Check the status of the archiving functions in the programs 'Archiving Log. Open' (AMS300) and 'Archiving Log Tables. Open' (AMS310).
Rerun M3 BE Control reports
Run reports and compare them to the preliminary reports in step 4 above.
The function 'Archiving. Open Toolbox' (AMS100) is a program where all archiving functions can be managed.
In this program, you can:
The purpose of the archiving policy is to prevent accidental archiving of periods that are recent and those that need to remain in the live environment. The policy is defined as a number of periods back in time, calculated from the current period, during which archiving is not allowed. It is checked against the type of date used by the specific archiving program, such as the invoice date or accounting date. The number of periods is defined in 'Archiving. Open Toolbox' (AMS100). The policy is to always use Period type 1 (see (CRS910)) to calculate back from the archiving date(s) specified in the individual archiving function.
For example: the archiving policy is set to 36 periods (months). If the current date is February 25, 2012, you cannot archive transactions with a date later than January 31, 2009.
Every archiving run is logged and given a unique archiving run number. Example of information that is logged:
The archiving function log is displayed in 'Archiving Log. Open' (AMS300).
For every archiving run, a detail record log can also be created. This information is logged per table:
Whether an archiving record log should be created is decided by field 'Archiving log table' in (AMS100). You can use these alternatives:
The archiving record log is displayed in 'Archiving Log Tables. Open' (AMS310).
The archiving libraries are defined in 'Archiving Library. Open' (AMS010). You can define these options:
Every archiving function is connected to a specific archiving library in 'Archiving. Open Toolbox' (AMS100).
In 'Table. Open' (MNS120), you can see the archiving function per table and open (AMS100) and (AMS310) with related options.
In 'Archiving. Open Toolbox' (AMS100), you can see if an archiving function is scheduled to be run. The job number, scheduled date, and time are displayed on the E panel.
If an attempt is made to run an archiving function that is already scheduled, a warning will be displayed. You can override the warning and run the archiving function even if it is scheduled at a later date.
The archiving viewer, 'Archive Viewer. Open' (AMS200), is a program that displays data from any M3 BE table and archiving library. The data is only presented in the sub-file, no detail panels exist.
Authorization checks are performed on different levels in 'Information Browser. Open' (CMS100):
'Information Browser Category. Open' (CMS010) defines which table and archiving library to retrieve the data from. By defining an information browser category and using option 'Activate', the 'Inquiry type', 'Panel version' and 'Field group' are automatically created. One standard information browser category per table is created by using function key F14='Standard' in (AMS100).
By selecting the information browser category defined in (CMS010) in 'Information Browser. Open' (CMS100), records are displayed for the connected table/archiving library.
Program 'Archive Viewer. Open' (AMS200) is used to start (CMS100). Use option 1='Select'. By defining a 'Viewer ID', default values for (CMS100) can be set. (AMS200) is started from the menu or from (AMS100), (AMS30) or (AMS310).
One standard 'Viewer ID' per table is created by function key F14='Standard' in (AMS100). Default values that can be set for (CMS100) are Inquiry type, Panel version, Number of filters, and Filter field values.