Archive Files

Only a user with the proper authorization can perform this action. The authorized user is most likely an administrator. The Archive Files option enables users to archive the vaulted files to another vault area, based on either of the following conditions:

  • Submitted or release dates, by specifying the range
  • Vaulting entire files
Additional Information

The user will be given the option to specify the source vault area from which the vaulted files must be archived to the target vault area. The user can do any of the following:

  • Choose to archive all the files in the source vault area.
  • Choose the range of dates on which the document revision has been submitted or released as in the case of quick approval.

If the user does not choose the Select Range option, all the files of the source vault area will be archived to the specified target vault area. However, if the user specifies a range of for example dates, all the files that have been vaulted in the specified range of dates will be archived to the target vault area.

The object that must be checked for authorizations is FILE and the related action is ARCHIVE FILES:
[...]

The procedure to archive files consists of the following steps:

  1. Enter the source vault area or click the browse arrow to start the Areas (dmdoc5120m000) session and choose a Source Vault Area from the list.
  2. Enter the target vault area or click the browse arrow to start the Areas (dmdoc5120m000) session and choose the target vault area from the list.

  3. Unselect the Select Range check box to move all files from the source vault area to the target vault area.

    If this check box is unselected, the date in the selection range is unavailable.

    If you do not select the Select Range check box, all the files will be archived, irrespective of the dates. Only authorized users can archive the files.

  4. Enter the From and To date and time, if the archive is required based on the specified dates. Do the same for Document Type, Document and Originator (note: these last three options are only available in FP3 and onwards).

  5. Click Archive to archive the files after you fill in all the required data.

    In addition, a Print Error Report check box is available. You can use this check box to print the error report, which specifies the reason why the archiving operation failed. When an error report is printed, the archiving does not take place due to some errors. If no errors occur, the files can be archived.

  6. Select the Print Error Report check box.