SYSPRO Ribbon bar > Setup > Stationery Formats > SRS Document Archive Setup

SRS Document Archive Setup

You use this program to configure the default location to which all documents generated using the SRS document printing technology must be archived and to indicate the criteria according to which archived documents must be purged.

Archive Settings

Field Description
Archive options  
Disable archiving for all document types This disables all archiving for the company. If selected, no records are added to the pending archive and the archive process is not started.
Temporarily suspend archiving for all document types This temporarily suspends archiving for the company. If selected, records are added to the pending archive but the archive process is not started.
Reason for suspension Enter a reason for suspending the archiving. This field is enabled when the Temporarily suspense archiving for all document types option is selected.
Archive location

Within the archive folder (standard or user defined) indicated in the SRS Document Archive Setup program, the SRS Document Printing program creates:

The archived documents (PDF/RPT) generated by the archiving program on the client workstation are copied to the relevant folder in this folder structure.

[Note]

  1. The settings defined using the SRS Document Archive Setup program are saved in the ..\Work\ADMSYS.dat (the Admin System Control) file on the application server.
Standard archive root folder This indicates the default folder to which generated SRS documents are saved.

This defaults to the srs_CoID in your SYSPRO Work folder, where CoID is the SYSPRO company code. For example, for Company 0, this would be ..\WORK\srs_0\.
User-defined archive root folder Select this to indicate the default archive folder you require for all your printed SRS documents.

The folder you specify must exist and it must be specific to a SYSPRO company.

The archive folder can be a folder on any server, but you need to enter a fully qualified path to the remote drive or folder. That is, you must enter the Universal Naming Convention path for the server (i.e. server name and folder location) and not merely the mapped drive letter.

In addition, you need to ensure that the folder is shared. The application server needs to be authenticated to read and write files to the shared folder.

The Browse option at this field browses the application server and not the client workstation.

[Note]
  • This archive folder must be accessible to your application server.
  • When you define your own archive folder, you need to manually move documents already archived in the original location (e.g. the standard archive folder) to this folder to be able to still view them (see Document Archive Viewer).

  • The archive folder has the potential to grow large, so you need to ensure that the folder is located on a disc with sufficient space.

    For all documents which you select to archive (SRS Document Template), the documents are archived when they are initially generated (printed, faxed or emailed) and each time they are re-generated (i.e. re-printed, re-emailed or re-faxed) from within the various document printing programs in SYSPRO.

    The documents are not re-archived when you reprint them from within the Document Archive Viewer programs.
Save Select this to save your changes.
Cancel Select this to ignore any changes you made and to exit the program.
Help

Select this to view the latest online Help documentation for this program.

Archive Purge Settings

Field Description
Purge options  
Allow purge Select this if you want to be able to delete archived documents.

Selecting this option enables you to use the SRS Document Archive Purge program to delete archived documents no longer required.
Allow run time selection Select this if you want to be able to indicate the number of months/years for which you want to retain archived documents when you run the SRS Document Archive Purge program.
Purge log records older than Indicate the number of months/years that you want to retain archived SRS documents.

Documents older than the value selected here are deleted from the archive when you use the SRS Document Archive Purge program.

[Note]

If you selected the option Allow run time selection then your selection here can be over-ridden when you run the SRS Document Archive Purge program.

Notes and warnings

Coding considerations

  • These are system-wide settings (i.e. they apply in all companies).

Restrictions and limits

  • These settings apply to documents generated using the stationery formats defined with the SRS document print method (i.e. SRS document printing). They do not apply to SYSPRO Reporting Services reports.

Changing the pre-defined standard archive root folder

You would typically use this procedure if you do not want to use the pre-defined standard archive root folder.

  1. Open the SRS Document Archive Setup program (SYSPRO ribbon bar > Stationery Formats > SRS Document Archive).

  2. Select User-defined archive root folder.

    A warning message is displayed. If you change the archive location, you must ensure that you manually copy any pre-existing archived documents from the original location to the new location.

  3. Select a folder that already exists on the SYSPRO application server.

  4. Save your changes.

Setting the archive purge settings

You would typically use this procedure when you are required to purge SRS documents.

  1. Open the SRS Document Archive Setup program (SYSPRO ribbon bar > Stationery Formats > SRS Document Archive).

  2. Select the Archive Purge Settings tab and select Allow purge.

  3. Select Allow run time selection if you want to allow operators to change the selection at the Purge log records older than option at run time, and select the default value required.

  4. Save your changes.