The Oasis Archive Tool allows you to export historical data from the database to a specific location on your hard drive. This gives you the ability to store Projects/Quotes, Orders/Invoices, and Inbox messages outside of the database to free up space within the database.
Many of our customers have been using OASIS for nearly a decade. As they have added more and more information to the database year after year, the database size has continued to grow at ever increasing rates. With some of these databases reaching 500 GB or more, available hard drive space becomes scarce and backups become difficult to complete in a timely manner. The solution is to archive transactions that haven't been updated in a certain number of years.
- Free up space within the database in the form of "slack space", causing the database to stop growing in size until this space has been used.
- Organize the exported data into folders for Quotes, Orders, and Messages
- Allow a company to have a backup of historical transaction data that is independent of the database itself.
- Delete transactions outright without first backing them up
- Shrink the database file itself
- If you are using attachment shortcuts, they will be saved to the folder locations. All attachment shortcuts will be lost when archiving the transaction it's attached to.
This tool can be found under Configuration > Software, then Tools > Archive.
Enter the number of years that you wish to keep in the database. (The default is 5 years, so anything not updated in the past 5 years would be archived.) The most common time frame our users have been interested in is all transactions older then 4 years. This would skip all transactions and their related attachments from the current year, plus anything not updated in the past three years. Anything older than that would be archived.
Next, click the Select Directory button to set the output location for the archive. This will appear beside the button.
Next, select which items you wish to archive.
- In Box Messages - This will pull data from the Oasis In Box application. If you use Oasis to manage certain email accounts, this will archive data from that process.
- Projects & Quotes - This will pull transaction data from both the Projects and Quotes applications.
- Orders & Invoices - This will pull transaction data from the Orders and Invoices applications, with all invoices being stored with their respective order.
Now, select the action for the archive process. You are given three options for archiving.
- "Will be deleted" - Once the transaction and its attachments have been archived, they will be deleted from the database.
- "Will have attachments only deleted" - Once archived, only the attachments will be deleted. This frees up space but allows for the transaction to still be included in reports by preserving the historical data.
- "Save Only" - This will effectively just copy all transactions from the specified year range, leaving the original data intact in the database.
Once you are ready to begin, click Identify. This will show a progress bar indicating the transactions being archived. For a more detailed view, you can click on the Activity tab. All information on the Activity tab will be logged to a file in the output directory.
This process will likely take several hours to complete depending on the size of the database, the speed of the network, and the speed of the hard drives on the server and on the workstation. Once completed, there will be a Close button.
In the archive directory that was specified, you will now have separate folders for Quotes, Orders, and Messages. All items will be sorted by transaction ID.
Once you have archived some of the database contents, if the amount of data that was archived is very significant, and if you opted to delete the attachments or transactions after archiving, you might want to consider rebuilding the database to remove all the slack space created by the archive process. Here is a help document on how to rebuild the database. Please note that this will require plenty of free hard drive space, and will require down time while the database is being rebuilt. Contact Ingen Software before rebuilding the database so we can ensure that some minimum disk space requirements are met.