Purging Deleted Easyfile Records
- Anthony Raimondo
Whenever a record is deleted in Easyfile, it is considered a soft delete. The record is simply hidden from the user but not really deleted. Starting with version 4.5.36, the Purge feature allows deleted records and documents to be permanently deleted from the Easyfile system.
Purging Records from Easyfile is a 3-step process:
Delete the records that are no longer needed.
Mark the deleted records to be purged.
Setup a Purge configuration inside the Scanpoint Service which will purge the records.
The Purge feature does not need to be run every time a record is deleted. A schedule could be created, say on a quarterly basis, to purge records. This allows for recoveries in case records were deleted in error.
In order for a user to initiate a records Purge, the following rights must be turned on.
Right | Explanation |
|---|---|
Retention Purge | Restore a Purge. |
Allow Request Review | Review the records before purging. |
Allow Purge | Grants the right to purge documents. |
Allow View Deleted Items | See the deleted records so they can be marked for purging. |
Deleted records need to be viewed before they can be purged. On the Search Page, at the top next to the “Search all fields in this cabinet” box is a down arrow. Click the down arrow to choose viewing deleted records or deleted documents.
The deleted records show in the Search Results pane below. On the right-hand side of the screen are the Restore and Purge buttons. Click the checkbox to the far left of the Action Button to activate the Restore and Purge buttons. If all rows are to be selected, click the checkbox at the top of the rows.
The Restore button will “undelete” the record(s), depending on how many rows are checked, and make it (them) visible once more in the Easyfile system.
The Purge button will mark all deleted records selected for purging. An entry is written into the Next_Status field in the cabinet’s database FT_xxx_xxx table for each record selected. This sets up the Scanpoint Service to purge the records.
The Scanpoint Service is used to configure the connection to the site’s Easyfile web service. Once the connection has been established, the purge can be scheduled or run immediately.
Open the Scanpoint Service and stop the service. If stopping the service will impact any production events, this part should be done off hours. Click Settings.
Click the Service button and choose Run Purge. This will add the Run Purge tab. Click the Run Purge tab.
Enter the URL to the appropriate Easyfile web service. This is usually in the format of https://sitename.caso.com/spws/scanpointwebservice.asmx
Enter the Profile Key. If you do not know the Profile Key, it can be obtained from the Easyfile web.config file.
Click Test Connection. If the information is correct, the test will come back successful.
Check the box to Write log and enter a folder location to store the log files.
Finally, at the top of the page, choose how often to run the purge. Click OK when finished.
Click Ok and Restart the service.
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