Archiving (V4 sites)

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]

Archiving List Data

1. Login to ShareVision with a user account that has Site Administrator permissions. 
2. Select the gear in the upper right hand corner and then select Site Administration:
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
   
4. Select View All Lists and Libraries in the Lists and Libraries section
5. Select the list that you would like to archive. Note: Lists with a large number of items are recommended. 
6. Select the List tab and then select List Settings 
7. Select the Archive List link
8. 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.
9. 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. 

10. Next, select the end date and time for the latest item that you would like to archive from the list. 
11. To have the archived data deleted from the current list select the "Delete entries" checkbox
12. Select Submit
13. As the archive is running select Refresh to see the progress.
14. When all of the items have been archived, details about the archive will be displayed at the bottom of the screen
15. All Archived Lists can be accessed by selecting View All Lists and Libraries in the Lists and Libraries section in Site Administration.
16. Then scroll down and on the right side of the window, all Archived Lists can be found below the Archived Lists header

Exporting All Items in an Archived List

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. 

1. In Site Administration, select View All Lists and Libraries in the Lists and Libraries section
2. Then scroll down and on the right side of the window, all Archived Lists can be found below the Archived Lists header
3. Select one of the Archived Lists
4. Select the List tab
5. Review the columns that are in the displayed list view. 
6. Only the data for the columns displayed will be exported. If you would like to export data in additional columns, select Modify View
7. Scroll down to the Columns section
8. Select any additional columns that you would like to add to the view and that will be exported
9. Scroll down and select OK
10. The additional columns will be displayed on the list
    
11. To export the list of data displayed, select the List tab and then select Export to Excel
12. On the window that appears, select OK 
13. 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. 
14. If the Open button is selected, Excel and the Excel file will open. Select Enable when prompted. 
15. If a Microsoft Office message appears, select Continue.  
16. 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. 
17. The Excel file will open and the data that was exported from the list will be displayed. 
18. 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. 

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