Preview an archive run

Most document retention-related actions happen outside Worldox, but not all. These actions are possible in Worldox:

•       Search for archived files

•       Restore archived files

•       Preview archive runs

This last option is something only Worldox Managers or Administrators would typically do. It is a way in Worldox to see which files are eligible now for archive storage, according to previously-defined retention rules.

To preview an archive run:

  1. Select Find from the Search pull-down menu in Worldox, or click Find in the toolbar. That opens the Search Templates dialog.

  2. In the Search Templates dialog, select any search form which is not a view (as views run immediately, without opening the form itself), then click Select in the dialog toolbar. That opens the Find Files search form.

Tip:  You can tell which forms are views by the left-side symbols next to form listings. denotes a view, or form set to run immediately on selection. - that same icon without the little green arrow - indicates the listing is a standard search form.

  1. In the search form, click Profile Group. That opens the Select Profile Group dialog.

  2. In the Select Profile dialog, select the profile group to preview, then click Select.

  3. Back in the search form, add or change other search criteria as needed.

  4. Click Options to see the Option menu. Select Archive Preview. That opens the Archive Preview dialog.

  5. In the Archive Preview dialog, the Date of Archive Run field is pre-set to today’s date. This means Worldox will apply retention rule intervals based on today as a starting point.

  1. To change that date calculation, enter another date in that field to the right, or click the down arrow  and use the date calendar to select a date.

  2. When you’re ready, click OK.

Worldox then displays a worklist of all files which quality for archiving under the current retention rules. These file are not yet archived; this is for preview purposes only.  If you wish to go ahead and archive, you can manually archive files in Worldox.

Note:  Full retention runs (for archive and delete actions) can be done via WDADMIN, or as scheduled events in the Worldox Indexer.

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