Overview

The purpose of the Archiving tool is mainly to maintain site and page performance; a large amount of items on a list may cause a page to render increasingly slower.

The tool is accessed from the Setting Page 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 weekend 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]

IMPORTANT

Schedule a site review at least annually to review the lists on your ShareVision site and check for lists with a large number of items.
Running the Archiving Tool during working hours will significantly degrade system performance, causing slow loading times, delays, or temporary unresponsiveness for all ShareVision users on your site and other ShareVision sites hosted on the same server as yours.
Only run one archiving process at a time. Doing so will further strain the system and may lead to an even longer impact to your site.
To avoid major disruptions, we strongly recommend running the archiving process outside peak hours.

Login to ShareVision with a user account that has Site Administrator permissions.
Select the gear in the upper right hand corner and then select Site Administration:
When prompted, enter your ShareVision Administrator username and password and select Sign In.
Select View All Lists and Libraries in the Lists and Libraries section
Select the list that you would like to archive. Note: Lists with a large number of items are recommended.
Select the List tab and then select List Settings
Select the Archive List link
In the List Field, select the Date column that will be used to determine which items will be archived from the list. In this example, we will use the Date column.
Select the start date and time for the earliest item that you would like to archive.

Recommended Settings when archiving - If list contains a large number of items we recommend limiting the Start and End date to have under 50,000 items.
Next, select the end date and time for the latest item that you would like to archive from the list.
To have the archived data deleted from the current list select the "Delete entries" checkbox
Select Submit
As the archive is running select Refresh to see the progress.
When all of the items have been archived, details about the archive will be displayed at the bottom of the screen
All Archived Lists can be accessed by selecting View All Lists and Libraries in the Lists and Libraries section in Site Administration.
Then scroll down and on the right side of the window, all Archived Lists can be found below the Archived Lists header

While, you may not need the archived list items (data) on your site, you may need to save the data for historical purposes. You can export all items in any list using the Export to Excel tool.

In Site Administration, select View All Lists and Libraries in the Lists and Libraries section
Then scroll down and on the right side of the window, all Archived Lists can be found below the Archived Lists header
Select one of the Archived Lists
Select the List tab
Review the columns that are in the displayed list view.
Only the data for the columns displayed will be exported. If you would like to export data in additional columns, select Modify View
Scroll down to the Columns section
Select any additional columns that you would like to add to the view and that will be exported
Scroll down and select OK
The additional columns will be displayed on the list
To export the list of data displayed, select the List tab and then select Export to Excel
On the window that appears, select OK
When the download is completed, a window will open in the upper right corner of the window. You can open the file in Excel by selecting the Open button.
If the Open button is selected, Excel and the Excel file will open. Select Enable when prompted.
If a Microsoft Office message appears, select Continue.
When prompted to enter your credentials, enter the username and password that you use to login to ShareVision. Note: The account (username) must have Site Administration access.
The Excel file will open and the data that was exported from the list will be displayed.
You can now save the Excel file.

Deleting an Archived List

If the Archived List is no longer needed on your site and you have exported the list items (data), you can delete the Archived List from your site.

Restoring Deleted Lists

Deleted lists can be restored from the Recycle Bin on your ShareVision site.

In Site Administration, select View All Lists and Libraries in the Lists and Libraries section
Then scroll down and on the right side of the window, all Archived Lists can be found below the Archived Lists header
Select the List Settings button for the Archived List that you would like to delete.
In List Settings, select Delete this list
Select OK on the window that appears
When the list has been deleted, the screen will refresh and Site Administration will be displayed.

See Also

Related Articles

Page:

Data Import
Page:

Forms - Edit an Existing Form (Editing a List)
Page:

Site Columns
Page:

Forms - Create a New Form for Users (Add a New List)
Page:

Forms - Create a New Form with the Add New ShareVision Basic Form Template

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