Archive

Global Admins refer to the Archive page for details for archive jobs which have been set up in the system. The related documents may be from any of the following library types: Form Solution, Excel Solution, or Transaction, and Query.

Global Admins have access to all apps and can schedule archival jobs for all apps, while App Admins can schedule archive jobs only for apps on which they are an admin. Both can edit and/or delete archive jobs from the User App Admin Calendar page. For more information on how to schedule jobs, please see the User App Admin Calendar page.

Note:

Notes: Archive jobs cannot be scheduled from the Admin app.

We recommend scheduling archive jobs to run in off hours.

Reference Data lists are never archived, even if workflow has been applied to them.

 

Note:

Notes: In Evolve, the Archiving process includes archiving all forms completed within the time specified. For archiving forms, a snapshot of the Process Completed Form view is added as an attachment. The creation of this snapshot depends directly on the number of fields, drop-downs, and form elements or controls (for example) on the form. This view needs to be as light (in terms of data) as possible. To ensure the archiving process runs smoothly and does not put additional load on the application server, we recommend the following for the Process Completed Form view:

  1. Include no more than 25 text boxes in the form view.

  2. Convert the drop-down fields to text boxes.

  3. Do not include Process History or assignment control in the form view.

All of this information is available within the archived form as XML.

Please see below for the details archived for each type of library:

Documents from Library type Information archived

Form Solution type libraries

 Process history, version history, supporting documents (attachments), and the Process Completedview

Excel Solution type libraries

Transaction or Query type libraries

 Process history, version history, supporting documents, and each version of the document (a data file).

Documents whose completion date falls before the archival job time-to-live value (example: 30 days) will be archived. The time-to-live is calculated starting from the completion date of the process. This does not apply to older processes which have not yet been completed.

Global Admins can view the following archive data on the Archive page of the Admin App: 

  • Document Name - name of the document
  • Library Type - type of library to which the document was submitted
  • App Name - name of the app from which the document was archived
  • Library Name - name of the library to which the document was submitted
  • Solution Name - name of the solution to which the document belongs
  • Created Date - date on which the document was submitted/created
  • Actions - actions which are supported for the document: download copy, view process history, view version history, view supporting documents (attachments)

Archive Data Job

  1. Archive Data Job will archive the Form solution/Excel Solution/Transaction (OOB)/Query(OOB) documents whose processes have been completed. Archive Data Job is App specific, so we need to schedule Archival job for all the apps having these solutions. Archival job does not archive the document and processes if its parent process or child processes are not completed.

  2. To keep the Evolve System healthy, we recommend to get it scheduled manually as per their requirements, or it can be scheduled on recurrence basis to run in off-hours with Time to Live option as per their business requirements. Documents whose completion date falls before the archival job time-to-live value (example: 30 days) will be archived. The time-to-live is calculated starting from the completion date of the process. This does not apply to older processes which have not yet been completed.

  3. Single Archive Data Job will run for 120 minutes by default. In case any customer wants to run Archive Data Job over weekend for more than 2 hours (off hours) then default duration can be changed from the Evolve site or multiple Archival jobs can be scheduled with a gap of 2 hours. Depending on the load, this job can be scheduled weekly or bi-weekly or monthly.

    The steps to change the default duration for job:

    1. Open Evolve site through Global Admin user and open Administration App

    2. Navigate to System page and click Advanced Settings.

    3. Click Add and provide the following values:

      1. Category – System

      2. Configuration Key – ArchiveDataJobMaxDuration

      3. Configuration Value – Duration to be set (in minutes)

Note:

Multiple Job

  • In case multiple archival jobs requires to be setup within a App, then parameters values for all jobs must have same value.

  • When updating such jobs it should be done for all Archival jobs within that App.

  • Multiple archival jobs with different parameter value like TimeToLive set in one job 10 days and in other job 20 days would cause management or tracking issues. As at the end of both jobs all the data before 10 days will be archived.

  1. In Evolve, the Archiving process includes archiving all forms completed within the time specified. For archiving forms, a snapshot of the Process Completed Form view is added as an attachment. The creation of this snapshot depends directly on the number of fields, drop-downs, and form elements or controls (for example) on the form. This view needs to be as light (in terms of data) as possible. To ensure the archiving process runs smoothly and does not put additional load on the application server, we recommend having a separate Process Completed Form view and the following for the Process Completed Form view. Otherwise in case snapshot is not required, Admin can use ‘Skip Form Image’ option while scheduling an Archive Data Job.

    1. Include no more than 25 text boxes in the form view.

    2. Convert the drop-down fields to text boxes.

    3. Do not include Process History or assignment control in the form view.

  2. As we have Server Recycle by default at 00:40(Server Time) daily, It is recommended to schedule Archive Data Job either 3-5 hours before this Server Recycle time or for 10-15 minutes after Server Recycle happens.

  3. It is recommended to add check/monitor on Archival job to ensure those jobs are getting executed and not in error state or may be add this check in regular Evolve maintenance exercise.

Purge System Jobs

To keep all the background jobs execution healthy, we recommend to purge the completed background jobs to keep the System jobs infra light. By default, ‘Purge System Jobs’ job is scheduled to run on 10th of every month (3.30 AM Server Time) . Based upon the load, we can change the recurrence of this job to Weekly or Bi-Weekly to ensure background jobs system in healthy state. Our recommendation is to schedule this job to run in Off hours

Purge Obsolete Workflow Solutions Job

We also recommend to run ‘Purge obsolete workflow solutions’ once in a quarter in off-hour for Production environment. For Dev and QA environment, it is recommended to run it monthly. - This job permanently deletes solution versions for which there is no running process in the system.