Introduction

Archiving is one of the most important features provided with the IBM® Notes® client. This article is intended to help you understand different scenerios of Archive feature so that you can use this feature as per your requirement .

User Scenarios

User scenario based on selection criteria

Note modified in more than 'x' days

This selection criteria helps users to archive documents which are not modified within a certain number of days. For example, documents which are not modified in 20 days.

 

      Figure 1. Selection Criteria window

After creating and enabling archive criteria, users can archive the documents.

Note : You can refer below articles for creating and enabling archive criteria and archiving

http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Understanding_Archiving_feature__in_IBM_Notes_Client

http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Setup_and_Manage_Archiving_in_IBM_Notes_client

With expiration date older than

This selection criteria helps users to archive documents based on the expiration date. For example, documents which have an expiration date older than 20 days.

After creating and enabling archive criteria, user can archive the documents.

Older than

This selection criteria helps users to archive documents older than ‘x’ number of days; for example, documents older than 20 days.

After creating and enabling archive criteria, users can archive the documents.

Selected by user

This selection criteria helps users to explicitly select documents and then archive them.

After creating and enabling archive ,users can archive the documents.

In this scenario, a user has to select the option “Copy documents into my archive application specified here, then clean up this application field” in the Create criteria tab, else they will see the below prompt:

     Figure 2. Prompt to change option

 

User scenarios based on document cleanup actions

This section describes the document cleanup actions

which a user can take on documents to be archived. These options are in the Create Criteria window under “How do you want to clean up documents in this application”

Remove archive documents from this application

This option allows users to delete entire documents without changing the content of any documents.

While creating archive criteria, users can select this option to archive entire documents in the archived database. This document will no longer be available in their mail file.

       Figure 3. Options for document cleanup

Note: You can refer below article link to creating archive criteria

http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Understanding_Archiving_feature__in_IBM_Notes_Client

http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Setup_and_Manage_Archiving_in_IBM_Notes_client

Reduce the size of documents from this application

This option allows users to manage the content of documents instead of deleting them.

While creating archive criteria, users can select from the below options to reduce the size of documents, instead of deleting the entire document.

Users can:

              1)   Remove attachments, leave summary. The summary preserves certain basic fields; for example, in mail, the subject of the message.

              2)   Remove attachments, leave summary and 40KB. Most mail messages contain less than 40KB of rich text, so this option reduces as few documents as possible.

 

Figure 4. options to select for document cleanup

 

 Figure 5. options to select for document cleanup

            

User scenarios for Multiple folder-based criteria

This scenario will help you to understand the multiple folder-based criteria and precedence.

In this criteria, users create multiple folders, and criteria associated with each folder. While creating criteria, a user has to specify archiving "Only in these views or folders", and select the folder they had recently created and populated.

Steps to set up archiving with multiple folder-based criteria:

1)      Open your mailfile in the IBM Notes Client.

2)      Create multiple folders, and name them in such a way that you can identify what each folder does.

3)      Go to “Action ->Archive ->Settings”.

4)      Click the ‘Create’ button on Create criteria tab.

Note: Users can directly open this using “Action -> Archive -> Create Criteria”.

5)      Enter the name of the Archive Criteria and select the checkbox ‘Enable this criteria’.

Note: Users can also enable the criteria from the ‘Manage your Archive Criteria’ window by clicking the “Enable” button.

6)      Click on ‘Selection Criteria’ and select the required criteria

7)      Select the option ‘Only in these views or folders’ and select the folder on which this criteria will be applicable.

 

 Figure 6. Archive Selection Criteria

         

              8)     Click “OK”

9)     Click OK.

10)    Set cleanup options for your mail file by doing one of the following:

  a)   To archive documents in a separate archive mailfile and remove them from the current mailfile, select “Copy old documents into my archive application specified here, then clean up this application”, then click the folder icon to specify the file  name and path of the mailfile.

   b) To delete documents instead of archiving them, select “Just clean up this application without archiving”.Note: Once documents are deleted, they cannot be recovered. It’s safer to create an archive application, and then set up archiving, which uses this setting for the archive application. This lets you save documents in the archive as long as you want, but still have them automatically deleted from the application for you.

 11)    If, in Step 10, you chose to both archive and remove the documents, select one of the following options:

 

Option	Description
Remove archived documents from this application	This setting deletes entire documents, without changing the content of any documents
Reduce the size of documents in this application	This setting streamlines the content of documents instead of deleting them. You can: “Remove attachments, leave summary”. The summary preserves certain basic fields, for example, in mail, the subject of the message. “Remove attachments, leave summary and 40KB”. Most mail messages contain less than 40KB of rich text, so this option reduces as few documents as possible.

 

12)   Click OK.

13)   Below window will prompt you to schedule the archiving.

 If you want to schedule archiving, then click ‘Yes’, else ‘No’.

       Figure 7.  Enable criteria window

 

14)    After clicking ‘Yes’, users will be taken to the Schedule tab where they can specify the specific time, day and location.

15)    Click the checkbox ‘Schedule Archiving’ to have documents archived automatically at a given time, date and location.

 Note: User must be running Notes Client at the time the           schedule archiving is supposed to run.

   Note: For multiple folder-based archiving, you need to perform    the above steps for each folder with required criteria, and you   should give different destination databases for each of these criteria sets.

Figure 8.1.  Destination database

 

Figure 8.2.  Destination database

The following discusses a multiple folder-based scenerio which will give a better understanding of how this feature works.

1. A user creates three different folders in their mail file -  Folder1, Folder2, Folder3 - and all three folders contain some documents to be archived.

2.  User then creates and enables three criteria sets from the Archive Settings window, in such a way that each criteria performs the same action

Three criteria can be as follows:

a) Create a copy-and-delete criteria set, with a destination database of test1.nsf, and a selection criteria that does not include the document from Folder1.  Define this as a folder-based criteria, specific to Folder1; i.e., select the option ‘Only in these views or folders’, and select Folder1 on which this criteria will be applicable.

Figure 8.3.  Destination database

b) Create a copy-and-delete criteria set, with a destination database of test2.nsf, and a selection criteria that does include the document from Folder2.  Define this as a folder-based criteria, specific to Folder2; i.e., select the option ‘Only in these views or folders’, and select Folder2 on which this criteria will be applicable.

Figure 8.4.  Destination database

c) Create a copy-and-delete criteria set, with a destination database of test3.nsf, and a selection criteria that does include the document from Folder3.  Define this as a folder-based criteria, specific to Folder3; i.e., select the option ‘Only in these views or folders’, and select Folder3 on which this criteria will be applicable.

Figure 8.5.  Destination database

Note: Folder-based criteria always take precedence over general (non-folder-based) criteria.

3) Users then archive the documents from their mail file

4) The result will be that the documents are copied to the second and third destination databases; i.e., test2.nsf and test3.nsf. The document should not be included in test1.nsf.

Conclusion

You should now understand the different scenarios of client-based archiving. This document has discussed details of user scenarios.

 

References

IBM Product Information Centre for Archiving

 

http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Understanding_Archiving_feature__in_IBM_Notes_Client

 

http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Setup_and_Manage_Archiving_in_IBM_Notes_client

 

About the authors

Bhavana Paul is a Staff Software Engineer based at IBM’s Software Lab in Pune, India, currently working as a Quality Engineer for IBM Notes Client. She has more than 10 years of experience as Quality Engineer. You can reach her at bhavana.paul@in.ibm.com.

 

Reetu Sharma is a Staff Software Engineer based at IBM’s Software Lab in Pune, India, currently working as a Quality Engineer. She has extensive experience in IEI, LSXLC, DECS, Domino Server, and Notes Client. You can reach her at reesharm@in.ibm.com.