Introduction
At this screen, you can cleanup unnecessary documents in Exact Synergy Enterprise. The actions that you can perform are:
- archiving documents
- archiving and moving documents to a different database or server, or
- deleting only documents with attachments or images.
When you delete documents, the files linked to the corresponding documents with an active status will also be deleted. However, the documents are not deleted, archived, and moved immediately. Instead, they will only be deleted, archived, and moved when the Exact.Jobs.Documents background job is executed. For more information, see Background Jobs for Exact Synergy Enterprise.
Menu path
Go to Documents/Reports/Documents/Search, and click Show. Then, click Cleanup.
Roles & rights
To perform document cleanups, function right 563 – Allows to catch cleanup documents is required. By default, users with the Administrator role have this function rights.
For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.
Button
Show
Click this to display the total size, and quantity of documents that meet the defined criteria.
Process
Click this to process the cleanup.
Reset
Click this to clear the defined criteria and define new ones.
Close
Click this to exit.
Description
Criteria section
Select one of the options to perform one of the following:
- Move + Documents: Cleanup – Select this to archive documents that meet the defined criteria and move the documents to a new database or server.
- Documents: Cleanup – Select this to archive documents that meet the defined criteria. Selecting this will disable Server: Name and Database: Name under the Move: Server section.
- Delete – Select this to delete documents that meet the defined criteria. Only documents with image or attachment will be deleted.
Move: Server section
Server: Name
Type a server name to move documents that meet the defined criteria to this server.
Note: This is enabled only when you select Move + Documents: Cleanup under the Criteria section.
Database: Name
Type a database name to move documents that meet the defined criteria to this database.
Note: This is only enabled when you select Move + Documents: Cleanup under the Criteria section.
Exclude section
Document type
Select a document type to perform cleanups on documents that meet the defined criteria but exclude those using this document type.
Main category
Select a main category to perform cleanups on documents that meet the defined criteria but exclude those from this main category.
Note: You can only see this in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.
Category
Select a category to perform cleanups on documents that meet the defined criteria but exclude those from this category.
Note: You can only see this in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.
Subcategory
Select a subcategory to perform cleanups on documents that meet the defined criteria but exclude those from this subcategory.
Note: You can only see this in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.
Filter section
Unread: Last
Type a number in terms of days to perform cleanups on documents that have not been read more than the number of days.
Older than
Type a number in terms of days to perform cleanups on documents that have been created more than the number of days.
Status
Select the Draft, Pending, Rejected, Approved, and/or Archived check box(es) to perform cleanups on documents with the corresponding status(es).
Size: Attachments >
Type a number in terms of kilobyte (KB) to perform cleanups on documents with total attachment(s) size per document that are the same as or more than this value.
Include section
Person: Inactive
Select this check box to perform cleanups on documents that meet the defined criteria, including those linked to inactive employees.
Account: Inactive
Select this check box to perform cleanups on documents that meet the defined criteria, including those linked to inactive accounts.
Related document