Archive Configurations

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

The Archive Configuration page lets you determine what J1 data is automatically and consistently archived. Archiving data improves performance when running reports and queries, and reduces the need to sort and scroll through old data. Your school can determine how many years of data you want to retain in the live table/windows for each data subcategory.

Cleanup configurations within the J1 Desktop Archive Configuration window allow administrators to configure the automatic deletion of old data from the live table for specific subcategories. Deleting old data cleans up the live table and helps improve performance for J1 Desktop and certain J1 Web functions. Administrators can use cleanup configurations to determine how long old data is retained in the live table before it is deleted for each data subcategory.

Archive Process

The Archive Process SQL Agent Job is enabled by default and runs at a time set by the DSU (late Saturday night). The job runs the main stored procedure EXArchiveProcess and then the other stored procedures (EXArchive_xxxxxx) to execute specific archive processes.

For example, EXArchive_EXInternetSubmissions for the "Internet Submissions" selection and EXArchive_EXWebApplicationServices for the "Web Data" selection on the Archive Configuration window.

For each table being archived, the DSU creates, and delivers the following for processing (does not apply to cleanup configurations):

A copy of the live table with the name ARCHIVE_xxxxxx, where xxxxxx is the name of the live table, and adds an ARCHIVE_DATE column that shows the date and time of the archive.
A new associated view called ALL_xxxxxx, where xxxxxx is the name of the live table. These views UNION the data from the live table and the archive versions of the table.
An associated set of EXArchiveCategoryDef and EXArchiveConfiguration table rows that detail the configurable settings available on the Archive Configuration page.

Permissions Required

To manage archive configurations, you must belong to a role with the Can manage archive configurations permission enabled. Jenzabar provides this permission with the System Administration role, but your school may have created a customized version of it.

Desktop Location

Archive configurations can also be managed using the Desktop's Archive Configuration window. Changes made in J1 Web are saved in Desktop, and vice versa.

Database Table Location

Archive configurations are stored in the EXArchiveConfiguration table. Archived data is not stored in this table.

How To

Update Archive Configurations

From the Archive Configuration for Category drop-down, select the data category you want to update. The data subcategories appear.
For the data subcategory you want to update, click the Edit icon. The Edit pop-up window appears.
Warning
J1 Web Calendar Cleanup, Delete obsolete Section Schedule Calendar rows and Delete obsolete Unavailable Calendar timeslots are the only subcategories that delete data instead of archiving it.
In the Value field, enter:
- For archive configurations, enter Y if you want the data to be archived from the live table and N if you want the the old data to remain in the live table and not be archived
- For clean up configurations, enter Y if you want to delete old data and N if you want old data to remain in the table
- For each "[Unit of time] to retain" listing with a corresponding "Y" entry, enter the amount of time you want to keep or delete the data from the live table. For example, if a subcategory description specifies "Years to retain", you would enter '1' in the Value column to retain that data for 1 year. The numeric value must be at least 1, and decimals are allowed
For each data subcategory that will be archived, enter in the Value column of the "[Unit of time] to retain" row the amount of time you want to keep that data in the live table. For example, if a subcategory description specifies “Years to retain”, you would enter ‘1’ in the Value column to retain that data for 1 year. The numeric value must be at least 1, and decimals are allowed.
Click Update.

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.