Methods to Archive Business Objects

Once you enable archiving on Business Objects, you can begin the actual archiving process. You can use the Scheduler or a One-Step™ Action to archive records. We recommend using the Scheduler to handle large data transfers. Another way to archive objects is to manually transfer records using a One-Step Action introduced in CSM 2023.3. The One-Step Action is appropriate if you want to archive on a record-by-record basis.

Archive Business Objects Using the Scheduler

Prerequisite: Create a query to use in the Schedule Item. This query should return every record you want to archive. We recommend your organization carefully considers criteria for archiving (example: Records older than a specific date with a status of Closed).

To archive Business Objects using the Scheduler: 

1. In CSM Administrator, select Scheduling.

2. Select Edit Schedule.

3. Select Add.

4. Configure the new Schedule Item:

   1. In the General page, provide a name.

   2. In the Schedule page, set the frequency. You can set the archive item to run at regular intervals or manually run the item.

   3. In the Action page, select Archive Records for the Action. Select the search you built for the archiving process for the Stored Search.

5. Select Save.

Archive Business Objects Using a One-Step Action

You can only run a One-Step Action you build using the Transfer Records to or from an archive action on Business Objects that have archiving enabled. See Enable Archiving for Business Objects.

To archive Business Objects with a One-Step Action: 

1. In the CSM Desktop Client, run a search for records in the Business Object you want to archive.

2. When the results appear, open the One-Step Manager.

3. Confirm the Association matches the Business Object you want to archive, then select New.

4. Provide a name and description. Select Save.

5. In the One-Step Editor, drag the Transfer Records to or from an archive action to the Designer Board.

6. In the step details, you can choose to move records based off the search you ran prior to creating this One-Step Action, or you can use a stored query.

   • To move records based on the search:

     1. Select Use records from one-step context (transferred one at a time).

     2. Select OK.

     3. In the One-Step Manager, run the One-Step Action you just created.

   • To move records based on a stored query:

     1. Use an OOTB stored query, or use the Search Manager to create a query that finds the records you want.

     2. Test the query to ensure it returns the results you want.

        It is highly recommended you place parameters in the search query that narrow down your results using date/time or other criteria, or you could unintentionally archive the wrong records.

     3. In the step details on the Designer Board, select Use records from Stored Query (bulk transfer).

     4. Select the query you want to use.

     5. Select OK.

     6. In the One-Step Manager, run the One-Step Action you just created.