3 Replies Latest reply on Sep 27, 2013 10:25 AM by Thomas Horst

    How to archive files, not versions

    Thomas Horst
    Thomas Horst Sep 24, 2013 7:07 PM

      I want to make a bunch of old files in the vault as obsolete, not delete them as they must be retained for archival purposes, but I don't want them showing up in searches or when viewing folders.

       

      I see that the vault supports archiving old versions of parts, or old revisions, but I want to do whole parts, not just revisions of certain parts.

       

      Is there a way to do this, where I can just say, select a part and say "move to cold storage" or something?

       

      Thanks,

       

      Thomas

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        • Re: How to archive files, not versions
          Charley Saint
          Charley Saint Sep 24, 2013 7:25 PM (in response to Thomas Horst)

          Thomas,

           

          You can move files to a folder that other users don't have permissions to see. But most people create an Obsolete state in the workflow and send old files to that state. You need to make sure users don't have read rights and turn on the "Ignore permissions in previous states" flag and they will disappear for everyone.

            • Re: How to archive files, not versions
              Pete Yodis
              Pete Yodis Sep 25, 2013 1:59 PM (in response to Charley Saint)

              I personally like the first recomendation to move the file to a folder that other users don't have permissions to see.  It seems much more clean to me and straight forward.  Workflows can have ramifications later down the road if you want to change them.  Once a document passes through a state, that state could never be deleted unless all documents that have ever cycled through that state are deleted first.  Tread with caution.  That's why I like the folder method.  There are less ramifications later if need be... much more flexible IMHO.  We do this now in WorkGroup PDM and are planning the same in EPDM.  We call the folder "Archive".

            • Re: How to archive files, not versions
              Thomas Horst
              Thomas Horst Sep 27, 2013 10:25 AM (in response to Thomas Horst)

              Thanks for the tips. That's a good thing to know about workflow states... We have not fully implemented that yet, so it will be good to keep in mind while setting things up. The folder solution does seem like a better answer to me.