PURGE WORKFLOW DATA
Use this screen to delete in-progress data for workflow cases. As you are working on workflow cases, data is stored in the database. As the quantity of the data increases, workflow performance decreases and the load on the database increases. By purging data that is no longer relevant (e.g., workflow cases completed a month ago), you can avoid these pitfalls.
You can purge historical data for a range of workflows or subsystems. Use additional options to purge historical data associated with a range of cases and/or completion dates. To purge historical data before the current date, use the field in the Days Prior To Current Date group box instead of completion date range. You can purge for all workflows, only in-progress workflows, or only completed workflows
Before purging, print the in-progress data report from this screen. You can then review the workflow cases that will have in-progress data deleted. You can also print the report when you perform the purge.
This screen permanently removes data from workflow tables. Print the Purge Workflow Data Report from this screen to review which data will be included in the purge.
When the data is purged, you must use a database backup to restore lost information.
In addition to the Purge Workflow Data Report, you may want to use the Print Workflow Status Report screen before purging. The Workflow Status Report provides an up-to-date listing of the activities that are currently being worked on or have been completed for in-progress and completed workflow cases.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Use the fields in this group box to select the range of data you want to include on this report.
Workflow
Use this drop-down box to select the range of workflows you want to use. The following options are available:
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All — Select this option to include all available records. The Start and End fields are disabled for if you select this option.
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One — Select this option to include only one record. You must enter that value in the Start field. The End field is disabled if you select this option.
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Range — Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
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From Beginning — Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled if you select this option.
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To End — Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled if you select this option.
The default selection for this field is All. If you have a large number of jobs, you may not want to use the default option.
Start
Use this field to enter, or use 
to select, the starting workflow, as applicable.
End
Use this field to enter, or use to select, the ending workflow, as applicable.
Subsystem
Use this drop-down box to select the range of subsystems you want to use. The following options are available:
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All — Select this option to include all available records. The Start and End fields are disabled for if you select this option.
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One — Select this option to include only one record. You must enter that value in the Start field. The End field is disabled if you select this option.
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Range — Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
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From Beginning — Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled if you select this option.
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To End — Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled if you select this option.
The default selection for this field is All. If you have a large number of jobs, you may not want to use the default option.
Start
Use this drop-down box to select the starting subsystem, as applicable. The following options are available:
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Accounting
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Materials
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Others
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People
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Projects
End
Use this drop-down box to select the ending subsystem, as applicable.
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Accounting
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Materials
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Others
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People
-
Projects
Case
Use this drop-down box to select the range of case value(s) you want to use. The following options are available:
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All — Select this option to include all available records. The Start and End fields are disabled for if you select this option.
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One — Select this option to include only one record. You must enter that value in the Start field. The End field is disabled if you select this option.
-
Range — Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
-
From Beginning — Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled if you select this option.
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To End — Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled if you select this option.
The default selection for this field is All. If you have a large number of jobs, you may not want to use the default option.
Start
Use this field to enter, or use to select, the starting case value, as applicable.
End
Use this field to enter, or use to select, the ending case value, as applicable.
Completion Date
Use this drop-down box to select the range of case values you want to use. The following options are available:
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All — Select this option to include all available records. The Start and End fields are disabled for if you select this option.
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One — Select this option to include only one record. You must enter that value in the Start field. The End field is disabled if you select this option.
-
Range — Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
-
From Beginning — Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End field. The Start field is disabled if you select this option.
-
To End — Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start field. The End field is disabled if you select this option.
The default selection for this field is All. If you have a large number of jobs, you may not want to use the default option.
Start
Use this field to enter, or use 
to select, the starting completion date, as applicable.
End
Use this field to enter, or use to select, the ending completion date, as applicable.
Sort By
Use this group box to specify how to sort the data in this report.
1st Sort
This field displays that this report is sorted by Workflow entries.
Page Break
Select this check box to insert a page break in between each workflow or status entry.
Workflow Status
Use this group box to specify which workflow status to include on this report.
Complete
Select this option to include only workflows that have been completed.
In-Progress
Select this option to include only workflows that are currently in progress.
Both
Select this option to include both active and inactive workflows.
Days Prior to Current Date
Use this group box to specify a time period on which to base records with completion dates.
Days prior to current date
Use this field to enter a number in this field to define a time period starting a certain number of days (the number you enter) before the current date, up to the current date. Records with completion dates that fall in this time period are selected.
If you do not select All in the Completion Date drop-down list box or you selected the In-Progress option in the Workflow Status group box, this field is inactive.
If you are saving the selection criteria parameters for re-running the purge, you may want to enter this value instead of an actual range of dates. With a range of dates, you may want to change the dates when re-running the purge.