Archiving Documents: To Set Up a Schedule for the Archival Process

The following activity will walk you through the process of setting up an archival automation schedule.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that the SweetLife Fruits & Jams company processes multiple sales orders and shipments every day, and users have started to claim that they are experiencing performance issues while performing their everyday activities such as opening mass-processing screens and lookup tables. As a result, the company has decided to archive the documents that are older than one year to optimize the system performance.

Acting as the company's system administrator, you will set up a schedule for automatic archiving of documents (sales orders and shipments) that are older than one year. As you do not want to affect the users' work, you schedule the archiving process to start at 12:00 AM each night and to continue for no more than six hours.

Configuration Overview

For the purposes of this activity, in the U100 dataset, the following tasks have been performed:

  • The Scheduled Processing feature has been enabled on the Enable/Disable Features (CS100000) form.
  • On the Sales Orders (SO301000) form and Shipments (SO302000) forms, multiple sales orders and shipments have been created and processed through the Completed status.

Process Overview

On the Archive Documents (SM500400) form, you will review the list of documents that are ready to be archived on a specific date. On this form, you will click the Schedules button to open the Automation Schedules dialog box. in which you will specify the settings of the schedule.

System Preparation

Before you begin configuring the archiving schedule, do the following:

  1. Launch the MYOB Advanced website with the U100 dataset preloaded, and sign in as system administrator Kimberly Gibbs by using the gibbs username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, set the business date in your system to 1/30/2024. For simplicity, in this activity, you will process all documents in the system on this business date.
  3. As a prerequisite activity, in the company to which you are signed in, be sure that you have configured the archival preferences, as described in Archiving Documents: To Set Up Archival Policy Settings.

Step: Setting Up the Archival Schedule

To set up the schedule, do the following:

  1. Open the Archive Documents (SM500400) form. On this form, you can see that the documents that are ready to be archived are grouped by date.
  2. On the form toolbar, click the Schedules button and in the drop-down menu, click Add.
  3. In the Automation Schedules dialog box, specify the following settings in the Summary area, and leave the default settings in the other elements:
    • Description: Regular Archiving
    • Action Name: Process All
  4. On the Details tab, in the Starts On box, specify 1/30/2023, which means that the schedule becomes active starting on this date.
  5. On the Schedule tab, specify the following settings, and leave the default settings in the other elements:
    • In the Schedule Type section, select Daily.
    • In the Execution Time section, in the Starts On box, select 12:00 AM, which means that the process will be started at midnight.
  6. On the Filter Values tab, notice that the archival process duration is set to six hours. Leave this value.
  7. On the toolbar of the dialog box, click Save.

    The Automation Schedules dialog box closes.