Archiving Add-on

Owned by Dion Le Roux
Last updated: Sept 22, 2022 by Support Desk
3 min read

Applies To Version(s): 3, 3.5, 3.7 - Add-on: Contact your ShareVision Product Expert to have it installed.

Overview

The purpose of the Archiving Add-On tool is mainly to maintain site and page performance by removing and relocating outdated/unneeded items from lists containing a large number of items (usually in the tens of thousands or more); a large amount of items on a list may cause a page to render increasingly more slowly.

  • The tool is accessed from the List Setting Page for each list under Permissions and Management. 
  • The archiving process can take a long time, especially with big lists, so we recommend that you archive after hours or on weekends if possible.
  • Archived data is moved to a new list and the name of the list is appended with [Archive] – [Name of list] – [start date] – [end date]

WARNING: ShareVision functionality is dependent on lists and data. Archiving these lists will break functionality and record integrity - some data may be changed or removed inadvertently. In general, the following lists and types of lists must not be archived where the source data is deleted;

  • Individuals' Goals and Goals Progress notes
  • People and Profiles lists
  • Lookup lists

Warning: Before archiving data on any list it's important to understand that archived data selected to be deleted from the original list will no longer appear (that is, be included) in any reports using that list as a data source. 

How to Archive 

  1. Decide on the list you are going to archive, the intervals you are going to archive that list, and what date you are going to use for your archive. 
  2. Go to the list and create a view of the list that displays the chosen date and sorts by those items ascending; name this view – Oldest Items by Date OR Archive by Date or Archive by created date – whatever name makes sense for how you plan to archive.
  3. Go to List settings > Permissions and Management > Archive List

  4. Fill in the fields. In the example above we are using the Date field, and we are archiving all entries from the oldest item in the list from Nov 28, 2016 to December 31, 2017.  We have opted to “Delete the entries from the list that have been archived”
  5. Remember – that if the list has thousands of entries you need to break the archive into smaller date ranges, and run this process when the site is not busy.
  6. As the archive is running you will be able to see the progress by clicking the “Refresh” button.  Wait until the archive is fully completed.

  7. Archived Lists will be found under “All Site Content” in the Archived Lists section:

            


Best Practice

  • Use “My Reminders” to set alerts for when a list is due to be archived.
  • Archive lists after hours or on weekends to reduce the load on the system 
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