Document Purge allows you to delete Pass print .pdfs, Ticket print .pdfs, Gift Certificates print .pdfs, and Report files (.csv, .docx, .pdf, etc.) from the database. The Delete Documents Older Than Date Select field parameter allows you to specify an exact date. This program can be run on demand as a one-off/run now event, or it can be Scheduled to run on a routine periodic basis to continually purge documents that are no longer needed.
Employ EXTREME CAUTION when running this program! Purged records are completely deleted from your database. They cannot be recovered.
In the event you purge more records than you intended, your only recourse for their recovery is to perform a full database restoration from a backup. Due to this, VSI strongly recommends that you backup your database immediately prior to running this program.
See Also: Topic Doc - Period End Processes.
To Run the Document Purge Program
- (Recommended) Make a backup of your database OR make certain your most recent backup is valid. In the event you purge more records than you intended, your only recourse for their recovery is to perform a full database restoration from a backup.
- Select the Document Types you wish to purge. Multiple selection is allowed. Refer to the field help for document type definitions.
- Select the Delete Documents Older Than date option for your Document Purge process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Documents older than the date you select will be purged by the process.
As a general rule, VSI recommends keeping at least three (3) years of data. - Click Process to run the purge. The program is run on the AppServer and the Notification Center will inform you when the process is complete.
Buttons on the screen…
Click Process to run the purge. The program is run on the AppServer and the Notification Center will inform you when the process is complete.
Click Schedule to have this process run at regular intervals. You will continue to the Schedule Generator screen.
DocumentPurge_Tab1
Document Types (DocumentPurge_DocumentType)
Select the Document Type(s) you wish to purge. Multiple selection is allowed. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
- Documents - Member - Family Member documents of any file type.
- Documents - Household - Household documents of any file type.
- Documents - Staff - Staff Member documents of any file type.
- Documents - Team - League Team documents of any file type.
- Gift Certificates - Gift certificate .pdfs
- Log Files - Installment Billing logs Audit logs etc.
- Passes - Pass print .pdfs
- Receipts - Receipts .pdfs (80 column and 40 column).
- Reports - Non-Scheduled - Report .pdfs from reports run "on demand."
- Reports - Other Miscellaneous Processes - Report .pdfs generated as a byproduct of some other process being run.
- Reports - Scheduled - Report .pdfs from scheduled reports being run.
- Statements - Statement Invoice and Child Care Statement .pdfs generated from running the Statements program.
- Tickets - POS Ticket .pdfs
Delete Documents Dated On or Before (DocumentPurge_PurgeDate)
Select the Delete Documents Dated On or Before date option for your Document Purge process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. Documents dated on or before the date you select will be purged by the process.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteReceipt/Statement Export Path (Relative to Appserver - leave blank to use the session:temp-dir on server) (DocumentPurge_ExportPath)
This field is applicable only if opting to purge Receipts and/or Statements
If opting to purge Receipts and/or Statements you also have the option to export the .pdfs to a directory in Windows. The .pdfs will be copied to the directory you choose before being purged from the database.
Enter a file path relative to your AppServer in the Receipt/Statements Export Path field.< br />THEN
Click Export Receipts/Statements prior to clicking Process.
Note: The Receipt and Statements options are protected by VSI Access Code. Prior to purging Receipts and/or Statements you must obtain an Access Code from VSI Support.