Archive file repositories

System administrators have the option to designate a file repository as an archive. Use the archive repository for storage that is accessed infrequently and that does not require high performance, for example, uploaded data that has been imported or ingested into the application.

Case administrators can use the Manage Documents > File Repositories page to archive the folders and files to a designated archive file repository. Using this option can decrease the cost for file storage for files that do not need to be readily accessed.

All selected folders, subfolders, and files are zipped and moved to the archive repository designated for the case. The .zip files maintain folder structure so that folders and files can be restored to their original locations, if necessary.

View the archive file repository

To access the archive file repository:

On the Case Home page, under Manage Documents, click File Repositories.

In the Repositories list, select Archive.

Note: There is no folder list for the archive file repository.

The following information appears on the page:

A message at the top of the page alerts you that managing files on this page does not affect records in the application database.

The table displays all folders and files in the archive file repository, and contains the following information:

Column	Definition
Name	Name of the archive.
Type	Type, or format of the archive, for example, .zip
Size	The uncompressed size of all files in the archive.
Files	Count of files in the archive.
Folders	Count of folders in the archive.
Archived	The date the archive was created
Archived by	The user name of the archive creator.
Archived from	The file repository where the archive originated from.
Comment	Optional user comment.

Restore an archive

Administrators can restore folders and files that are archived on the archive file repository. Items are restored to the original locations.

To restore folders and files from an archive:

On the Case Home page, under Manage Documents, click File Repositories.

Select the name of the archive repository in the Repositories list.

Select one or more of the archive files, and then click Restore.

The Restore files dialog box displays the number of files in all folders that will be restored to their original locations. It also displays the Destination file path for each restoration.

Select Replace, Rename, or Skip to specify what the application should do if another file in that destination has the same file name.  If you select Rename, and the name of a file already exists at the destination, the application adds a numerical suffix to the name and does not overwrite any existing data. For example, filename(2).

Click OK.

The processing session takes place in a separate browser window. Information including the number of items, the status, a progress bar, and the percentage completed also appears while the archive is in progress. The status refreshes as the archive operation progresses.

Download archive files

Administrators can download archive files from the archive file repository.

To download archive files:

On the Case Home page, under Manage Documents, click File Repositories.

Select the name of the archive repository in the Repositories list.

On the archive file repository page, select one or more of the following options, and then click Download files.  

The Use Aspera for faster data transfer option appears when integration with Aspera is configured and enabled. If you select this option, and the required plug-in is not installed on your computer, a dialog box appears with instructions and a link to the Aspera Connect download page. After installing the plug-in, you must close and re-open your browser.

The Compress files for download check box is disabled. Archive files are in a .zip format.

Click View size to view a total count of the selected items.

Click OK.

The .zip files are downloaded to the Downloads folder on the local hard drive. For downloads performed using Aspera Connect, to show the download progress, the Aspera Transfers dialog box opens in addition to the Processing items window.

Caution: Keep the processing window open until the download completes. Otherwise, you will terminate any uploads and downloads in progress.

Delete archive files

Administrators can delete archive files from the archive file repository.

Note: The original document records related to the archived files are not deleted.

To delete files and folders:

On the Case Home page, under Manage Documents, click File Repositories.

Select the name of the archive file repository in the Repositories list.

Select one or more items on the archive file repository page, and then click Delete.

In the Delete dialog box, you are advised that all items are permanently deleted. Click View size to see the total number of files in all folders that will be deleted.

Click OK.

A separate browser window opens to show the progress of the deletion. Information including the number of items, the status, a progress bar, and the percentage completed also appears  while the archive is in progress. The status refreshes as the archive operation progresses.

Download a report for archived files

Administrators can download a report of the files contained in .zip archives that are stored on the archive file repository. The application downloads a separate .csv file for each .zip file that contains the archive inventory. Each .csv file has the same name as the archive.

To download a report:

On the Case Home page, under Manage Documents, click File Repositories.

Select the name of the archive repository in the Repositories list.

Select one or more items on the archive file repository page, and then click Report.

Click OK.

Archive files on the Documents page

Case administrators can archive files directly in the List pane of the Documents page using Tools >Archive files.

The Archive files option appears on the Tools menu when an archive repository is assigned to the case, and one or more documents or rendition documents are selected in the List pane.

To archive files on the Documents page:

In the List pane, select the documents you want to archive.

Note: The files from all selected documents are stored in the same archive. If you need to restore items, you cannot select individual documents or files to restore from the archive. The entire archive must be restored at one time. Keep this in mind, especially when you select a large number of documents.

Select the Tools, then Archive files.

In the Archive files dialog box, a warning appears that the files can no longer be viewed once archived, although the database records remain intact. The dialog box lists the number of documents to archive and the location where the application will store the archived files. If any items are already archived, the number of these items appears as well. The items are added to a .zip file that is named using the current date and time.

You can add a comment that appears on the Files Repositories page for the archive repository if the operation is successful. Then, click OK. A separate browser window opens to show the progress of the archive operation.

When complete, the new archive appears on the archive repository.

Note: When files are archived using the Archive files option on the Tools menu, the View pane is disabled for users who attempt to view documents with archived files. The following message appears: Files for this document are archived and are no longer viewable. When files are restored, the View pane is enabled again for the restored files.

Archive File Name system field

For all documents in a successful archive job, the system field named Archive File Name is updated with the name of the archive zip file. You can look at the system field if you need to select an archive to restore the files from. The archive .zip file name is removed from the system field when files are restored from the archive.