Archiving

Location: Archive > Archiving

The Archiving function is used to transfer archivable transaction types created by external applications into the archive, i.e. those where the transaction type is defined on the Archive > Archive Transaction Types page. This function is not used for the application's internal data archiving, because they are automatically archived. The Archiving function can also be used to transfer Basware Banking materials to the archive. These materials are also automatically archived at the time specified on the Archive Settings screen.

By using the Archiving function, the user can archive material for any transaction type, even if he does not have the right to search for the relevant transaction type from the archive. Therefore, the limits set on the Transaction Types tab of the User Profiles function only limit search rights but not archival rights.

1. Choose the selection criteria:
   • Company
   • Transaction Type
   • Directory: The field displays the source directory defined for the transaction type
2. Click on Read transactions.
3. If all the mandatory search keys are recognized in the archived materials, the transaction is moved to the archive and the transfer log is displayed with its status set to Ok.

   If all the mandatory search keys are not recognized in the archived material, the Transaction screen is displayed, allowing the missing search keys to be added for the archived material, after which the information is saved with the Save button. After this the transaction is archived and the next transaction with missing keys is displayed. On the Transaction screen you can also remove transactions that you do not want to move to the archive.

The Archiving function can also be timed to occur automatically at a specified time. The timing is defined in the Archive > Archiving > Timings function.

If all search keys that have been defined as mandatory for the relevant transaction types are not recognized during the timed archiving, these transactions are not archived and remain incomplete. In the Transfer Log the relevant archiving state is shown as Verify and the Transfer Log itemization details the number of incomplete archiving jobs. Completing incomplete archiving data is done on the Archiving screen by pressing the Incomplete transactions button, which opens the incomplete material, one at a time, on the Transaction screen. The user must manually complete the missing mandatory information for the transactions, after which the information is archived. Incomplete transactions that are not to be archived can also be removed on the Transaction screen.

The timing Error Notifications screen can be used to define a person (and a backup person) to receive an e-mail notification if any error situations occur during timed archiving. For more information, see Error Situations in Timed Transactions.