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Purge Asset/Template Change History

Use this screen to delete change history transactions from the Asset Change Audit Log table or the Template Change Audit Log table, as applicable.

You can either purge Asset Master record changes from the Asset Change Audit Log (ASSET_AUDIT_LOG) table or you can purge Asset Template record changes from the Template Change Audit Log (FA_TMPLT_AUDIT_LOG) table. You must run each type of purge (Asset or Template) separately from this screen. For the selected purge type (Asset or Template), you can purge history data for all changes or for a specific database field, a specific user-defined field type, or a specific user-defined field label.

You must first select the Asset Change Audit Log or the Template Change Audit Log data type for which the purge will run. If the purge will run against the Asset Change Audit Log, you will select asset/item numbers for the purge. If the purge will run against the Template Change Audit Log, you will select template/revision numbers for the purge.

You must also choose whether to purge transactions related to a specific user-defined field type, a specific user-defined field label, a specific database field, or for all database fields, including the user-defined fields. Use Lookup to choose a specific database column name, a specific user-defined field type, or a specific user-defined field label, as applicable.

Regardless of the data type selected for the purge, you can also select a user ID and a range of change dates. In addition, you can print a list of change history transactions that will be purged once you click the Execute on the menu bar. This list is virtually a "data dump," and there are no specific report options. Note that you can use the Print Asset/Template Change History Report before the purge to print data from the Asset Change History and Template Change History tables with multiple selection criteria.

The change history tables write and store audit change history data as follows:

  • The ASSET_AUDIT_LOG table holds change history data that is created when you run any of following processes or make changes in any of the following screens:
    • Manage Asset Master Global Changes
    • Manage Asset Master User-Defined Global Changes
    • Manage Asset Master Information (main screen and all tabs and subtasks)
    • Manage Asset Description Information
    • Manage Asset Purchase Information
    • Manage Asset Cost Information
    • Manage Asset Location Information
    • Manage Asset Account Information
    • Manage Asset General Ledger Book Information
    • Manage Asset Other Books Information
    • Manage Asset Disposal Information
    • Manage Asset User-Defined Information
  • The FA_TMPLT_AUDIT_LOG table holds change history data that is created when the you run any of following processes or make changes in any of the following screens:
    • Manage Template Global Changes
    • Manage Template User-Defined Global Changes
    • Manage Asset Template Information (main screen and all tabs and subtasks)

As a result of the number of source screens from which change history data can be captured, the Change History tables can potentially contain a very large number of records.

Once data is written to the Asset Change Audit Log (ASSET_AUDIT_LOG) table or the Template Change Audit Log (FA_TMPLT_AUDIT_LOG) table, you can view the data on the View Asset Change History screen or the View Template Change History screen. You can also view the change history data from these tables by printing the Change History report.

To prevent the accidental deletion of data, we recommend that you restrict user access to this screen. You cannot perform global changes to data fields in either Asset Master or Asset Template records while this purge is in process.

Note: This purge deletes data only from the Asset Change Audit Log (ASSET_AUDIT_LOG) table or the Template Change Audit Log (FA_TMPLT_AUDIT_LOG) table, as applicable.
Warning: Because this purge routine permanently deletes table data, you should first verify that you do not need to retain this data in the system for future audits or for historical reference purposes. As a precaution, you should always perform a reliable backup.

Following your company procedures, first identify which change history records should be included in the selection parameters. Although you can run this process at any time, you should normally run this process to clear out unneeded history and free up database space.

Before beginning the purge process, the system checks the status of all accounting periods within the range selected for the purge. If any period from the selected range is not closed, the system displays a warning message. It tells you that not all accounting periods within the selected range have been closed. It asks you if you want to continue with the purge process or not.

Although you can continue with the purge process in this circumstance, we recommend that you investigate before proceeding. Transactions should normally be purged only for closed accounting periods.