To conserve disk space on your system and to keep the volume of your records from becoming unmanageable, you should periodically purge your address book and electronic mail records.
This chapter contains these topics:
These are DREAM Writer programs.
See Also:
Ensure that all users are signed off the system before you run a purge program
Back up the system prior to running any purge program
From Address Book (G01), enter 27
From A/B Advanced and Technical Operations (G0131), choose Purge Address Book
You should periodically purge addresses that have become inactive or were entered in error. To do this, run the Purge Address Book program. The Purge Address Book program (P01800) deletes records address book records from the following files, as selected by the DREAM Writer, only when the records are not active.
Address Book Master (F0101)
Who's Who (F0111)
Address Book Generic Text (F0016/F00163)
Contact Phone Numbers (F0115)
Address by Date (F0116)
Supplier Master (F0401)
Supplier Company/Bus.Unit Defaults (F04015)
Payee Control (F0450)
Customer Master (F0301)
Customer Company/Bus.Unit Defaults (F03015)
Address Organizational Structure Master (F0150)
Bank Account Cross Reference (F0030)
E-Mail/URL (F01018)
Socio/Economic Data (F01014)
Related Addresses (F01017)
User Information (F0155)
Supplemental Data (F01092/F01093)
Time Log (F0112)
User Filters (F01136)
ABLOG - update data queue ABLOG. Regeneration of the word file excludes purged address
This program does not purge address book records that have associated transactions in the following files or are used as a subledger. This is a list of the major files and fields that the program validates before it purges the record:
Accounts Payable Ledger (F0411) RPAN8
Accounts Receivable Ledger (F0311) RPAN8
Address Book Master (F0150) MAPA8
Sales Order Detail (F4211) SDAN8, SDSHAN, SDCARS, SDVEND
Purchase Order Detail (F4311) PDAN8, PDANBY
Accounts Balances (F0902) GBSBL, GBSBLT
Contract Billing Master (F5201) G4AN8O
Tenant/Lease Master (F1501) NEAN8, NEAN8J
Work Order Master (F4801) WAAN8
Employee Master (F060116) YAAN8
Participant Master (F08901) HUAN8
Account Ledger (F0911) GLSBL, GLSBLT
Other files the system validates include: F41001, F01133, F01134, F0411P, F0413, F4311J, F0010, F4450, and F01017.
If the system locates a record in one of these files, it does not validate the remaining fields and files and does not purge the address book record.
You can run this program in Proof or Final mode.
The system generates an exception report you run this program. The report lists the address book records which cannot be deleted. If there are no problems with the address book records you want to purge, the system does not generate a report, unless you set the processing option, Print Report Information, in which case the system includes the deleted records.
You can also set a processing option to delete one-time suppliers. If set, the program deletes any one-time suppliers without validating the address over files throughout the system. A one-time supplier is defined by setting the Payables flag (ABATP) to 'M' in the address record.
Caution:
An address book record can be partially deleted because the record is 'in use'. If a "Record in Use" error occurs, you should wait and try to purge the address another time. You can re-run this program until the address book successfully deletes.The Purge Address Book program uses the data selection to determine which records to consider for purging. The Data Sequence is set for Address Book Number only and should not be altered.
Once the program selects the records, the Purge Address Book program calls the Address Book Delete Server (X01950). The Address Book Delete Server deletes all of the information attached to an address book number in the Address Book files if a. All secondary files in the Address Book Database will be checked and deleted if a delete is valid.
From Address Book (G01), enter 27
From A/B Advanced and Technical Operations (G0131), choose Purge Audit Log
If you use the Audit Log feature, you should periodically purge your audit log records from the Address Book Master Audit Log file (F0101A). To do this, run the Purge Audit Log program.
From Address Book (G01), enter 27
From A/B Advanced and Technical Operations (G0131), choose Purge Message Log
If you use the Electronic Mail system, you should periodically purge your message log records from the Message Log file (F0113). To do this, run the Purge Message Log program.
From Address Book (G01), enter 27
From A/B Advanced and Technical Operations (G0131), choose Purge Time Log
If you use the Electronic Mail system, you should periodically purge time log records from the Time Log Ledger file (F0112). To do this, run the Purge Time Log program.