Understanding Document Archiving

This topic discusses:

  • Document archiving.

  • Delivered archive objects.

  • Running the archive process.

  • Deleting archived rows.

Over the years the number of documents within your organization is likely to grow to an unmanageable number. To help alleviate this problem, PeopleSoft provides a method to archive and delete performance and development documents by country and document type when the document is older than a specified date.

ePerformance delivers these archive objects:

  • EP_APPR_DOCS

  • EP_APPR_DOCS_FPA

ePerformance also delivers the EP_APPR template.

This table lists the archiving records that are delivered for the EP_APPR_DOCS archive object:

Description

Archiving Record

History Record

Document Header

EP_APPR

EP_APPR_HST

Document Item - Baseline

EP_APPR_B_ITEM

EP_A_B_ITEM_HST

Document Role - Baseline

EP_APPR_B_ROLE

EP_A_B_ROLE_HST

Document Section - Baseline

EP_APPR_B_SEC

EP_A_B_SEC_HST

Document Sub-Item - Baseline

EP_APPR_B_SUB

EP_A_B_SUB_HST

Checkpoint Header table

EP_APPR_C

EP_APPR_C_HST

Track Progress Checkpoints

EP_APPR_CHECKPT

EP_A_CHKPT_HST

Checkpoint Item table

EP_APPR_C_ITEM

EP_A_C_ITEM_HST

Checkpoint Section table

EP_APPR_C_SEC

EP_A_C_SEC_HST

Checkpoint Subitem table

EP_APPR_C_SUB

EP_A_C_SUB_HST

Document Item

EP_APPR_ITEM

EP_A_ITEM_HST

Nominate Participants

EP_APPR_NOMINEE

EP_A_NOMINE_HST

Building Rvw Participant List

EP_APPR_NOM_LST

EP_A_NM_LST_HST

Document Participants

EP_APPR_PARTIC

EP_A_PARTIC_HST

Document Role

EP_APPR_ROLE

EP_A_ROLE_HST

Document Section

EP_APPR_SECTION

EP_A_SECTN_HST

Wkflow for Appraisal SS

EP_APPR_STA

EP_A_STA_HST

Document Sub-Item

EP_APPR_SUBITEM

EP_A_SBITM_HST

ePerformance Attachments

EP_ATTACH

EP_ATTACH_HST

Federal Review Comments

GVT_EP_COMMENTS

GVT_EP_CMNT_HST

This table lists the archiving records that are delivered for the EP_APPR_DOCS_FPA archive object:

Description

Archiving Record

History Record

FPS - Employee Review History

FPAREVIEW_HIST

FPARVW_HIST_HST

To archive ePerformance documents, follow these steps:

  1. Access the Archive Data to History page (PeopleTools > Data Archive Manager > Archive Data to History).

  2. Create a run control ID.

  3. Select EP_APPR (ePerformance Docs Archive) as the Archive Template.

  4. For archiving by country, document type, and date, choose Selection as the Process Type.

  5. Select one of the these values:

    • EP_APPR_AR_CNTY_DCIND_DT (Archive by Cntry, Doc Ind, Dt).

    • EP_APPR_AR_CNTY_DCTYP_DT (Archive by Cntry, Doc Typ, Dt).

    • EP_APPR_AR_CNTY_DT (Archive by Cntry, Dt).

    • EP_APPR_AR_DATE (Archive by Date)

    • EP_APPR_AR_DCTYP_DT (Archive by Doc Typ, Dt)

    • EP_APPR_AR_EMPLID_DT (Archive by Emp Id, Dt)

  6. If you are using an Oracle database, select Row Based Processing and then enter a number (usually 10000) in the Commit Frequency field.

    Note: Selecting Row Based Processing is not required for any other platform other than Oracle.

  7. Click the Define Binds link.

  8. Click the Reset Query Bind Variables button.

  9. Enter the appropriate information in these fields:

    • Country

    • Document Type

    • Document end date less than

      The system archives into the History tables documents that are older than the date you entered.

  10. Run the process.

To delete archived ePerformance documents, follow these steps:

  1. Access the Archive Data to History page (PeopleTools > Data Archive Manager > Archive Data to History).

  2. Create a run control ID.

  3. Select EP_APPR (ePerformance Docs Archive) as the Archive Template.

  4. To delete old documents, choose Delete as the Process Type.

  5. From the Batch Number field, select the batch number that was assigned to the archive process.

  6. If you are using an Oracle database, select Row Based Processing and then enter a number (usually 10000) in the Commit Frequency field.

    Note: Rows have to be in the History tables to be deleted from Transaction tables.

  7. Select the Audit Row Count check box.

  8. Run the process.

Note: If you need to restore rows from History tables back to Transaction tables, select Rollback as the process type and then select the query that meets your needs. You also need to reset the query bind variable fields (Country, Document Type, Doc end date greater than, and Doc end date less than).