PURGE HISTORICAL DATA

Use this screen to delete in-progress data for workflow cases. As you are working on workflow cases, data is stored in the database. As the quantity of the data increases, workflow performance decreases and the load on the database increases. By purging data that is no longer relevant (e.g., workflow cases completed a month ago), you can avoid these pitfalls.

You can purge historical data for a range of workflows or subsystems. Use additional options to purge historical data associated with a range of cases and/or completion dates. To purge historical data before the current date, use the field in the Days Prior To Completion group box instead of completion date range. You can purge for all workflows, only in-progress workflows, or only completed workflows

Before purging, print the in-progress data report from this screen. You can then review the workflow cases that will have in-progress data deleted. You can also print the report when you perform the purge.

This screen will permanently remove data from workflow tables. Print the Purge Historical Data Report from this screen to review which data will be included in the purge. Remember: once the data is purged, you must use a database backup to restore lost information.

In addition to the Purge Historical Data Report, you may want to print the Workflow Status Report before purging. The Workflow Status Report provides an up-to-date listing of the activities that are currently being worked on or have been completed for in-progress and completed workflow cases.

Tables Used

The table used for the purge is WF_CASE_STATUS

Select Workflows

Use this group box to select records from a range of workflows.

Range Option

Select a range option from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option for this field is "All." If you have a large number of workflows, you may want to select a different option.

If you do not select "All" from the Select Subsystems group box, this field will be inactive.

From

Enter the beginning workflow name in this field or use Lookup to select one from the defined workflows. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter the ending workflow name in this field or use Lookup to select one from the defined workflows. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Select Subsystems

Use this group box to select records from a range of subsystems.

Range Option

Select a range option from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option for this field is "All." If you are only interested in the workflows for particular subsystems, you may want to select a different option.

If you do not select "All" from the Select Workflows group box, this field will be inactive.

From

Select the beginning subsystem from the drop-down box. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Select the ending subsystem from the drop-down box. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Select Cases

Use this group box to select records from a range of workflow cases.

Choosing a workflow status of In-Progress or Complete may further limit the workflow cases that are printed and/or purged.

Range Option

From

Enter the beginning case in this field or use Lookup to select one. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter the ending case in this field or use Lookup to select one. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Select Completion Dates

Use this group box to select records from a range of completion dates.

Range Option

Select a range option from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option for this field is "All." If you want to narrow the number of records selected, you should choose a different option.

If you entered a value in the Days prior to current date field or selected the In-Progress radio button in the Select Workflow Status group box, this field will be inactive.

From

Enter the beginning completion date in this field. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter the ending completion date. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Select Workflow Status

Choose which status of workflows to print and/or purge by selecting one of the radio buttons in this group box. The options are Complete, In-Progress, and Both. The default selection is Complete.

Complete

Select this radio button to print a report with only workflow cases that have been completed.

In-Progress

Select this radio button to print a report with workflow cases that have not been completed.

Both

Select this radio button to print a report with all workflow cases.

If you selected In-Progress or Complete, the workflow cases that you chose in the Select Cases group box may not all be printed and/or purged.

Note: If you select the In-Progress radio button, the Range Option field in the Select Completion Dates group box will be set to "All" and will be inactive. Also, the Days Prior to Current Date group box will be cleared and will be inactive.

Warning: If you select the In-Progress or Both radio buttons, you may be deleting data related to workflow cases that are currently in use. This may include removing activities and messages from inboxes. Use caution when selecting these options.

Select Days Prior to Completion

Days prior to current date

Enter a number in this field to define a time period starting a certain number of days (the number you enter) before the current date, up to the current date. Records with completion dates that fall in this time period will be selected.

Notes: If you do not select "All" in the Range Option field in the Select Completion Dates group box, or you selected the In-Progress radio button in the Select Workflow status group box, this field will be inactive.

If you are saving the selection criteria parameters for re-running the purge, you may wish to enter this value instead of an actual range of dates. With a range of dates, you may want to change the dates when re-running the purge.

Preview

Select this button on the toolbar to preview the report before printing.

Print

Select this button on the toolbar to print the report. If you change any selections after printing, you will have to print the report again before processing.

Process/Print

Select this button on the toolbar to first print the report and then purge the data.

Process

Select this button on the toolbar to process and purge historical data.

Hint: You can save your sort options and selection criteria for this print and/or purge with or without printing and/or purging. After making your selections, select the Save button in the toolbar or go to Save in the File menu. Enter an alphanumeric identifying code and a short description to help you recognize the report parameters and select OK. Later, you can use Find or Query from this screen to access the print and/or purge parameters you created, and run the same report and/or purge without having to enter all the selection screen information again. Stored report and/or purge parameters are especially useful if you run the reports and/or purges through the Process Server.

Table Information

The purge will delete data from the following tables:

WF_CASE_STATUS

WF_CASE_VALUE

WF_ACTIVITY_INBOX

WF_MSG_INBOX

WF_AUDIT.