Archival Rule Lifecycle

The Archival Rule Framework in Siebel CRM 25.12 allows administrators to define, activate, and manage archival jobs through the Administration – Data Archive screens.

Each rule defines what data to archive, when to archive it, and how to process associated child entities and attachments.

Archival rules can target either a Database or File System and can optionally include AI Summarization and Attachment Archival.

The Data archival views are placed under a new responsibility: Data Archive Administrator. For more information, see Assigning a Responsibility to a Person

Creating an Archive Rule

1. Log in to the Siebel Application as an administrator.

2. Ensure the logged in user has the new "Data Archive Administrator" responsibility.

3. Navigate to Administration – Data Archive > Archive Rules.

4. Click New to create a new archival rule record.

5. Enter a unique name for the archival rule (e.g., Service Request Archive Rule).

6. Enter the Integration Object (IO) name representing the business entity to be archived (e.g., Service Request IO). The IO must contain all Integration Components (ICs) that represent the entity hierarchy to be archived.

   View Mode user property for Archival IO will have to be set to "All". So that Archival user will have access to archive all eligible records.

   Cascade Delete Configuration : Ensure any Business Components (BCs) marked with Cascade Delete or Deep Delete are included in the IO to prevent orphaned data or incomplete archival.

7. Specify how often the archival job should run.

8. Select Daily, Weekly, Monthly, or Yearly. Determines recurrence of archival execution.

9. The date when the archival rule becomes active.

10. The date when the archival rule expires. Once reached, the rule automatically becomes inactive.

11. Defines the time window for job execution on each occurrence. The job only runs during this time window based on the defined recurrence.

12. Define the filter expression for data selection. Use the Expression Designer to choose BC fields and logical conditions. The final expression must be REST API compatible (Siebel REST query format). Example: [Status] = "Closed" AND [Created] < TimestampAdd(SQL_TSI_YEAR, -2, GetDate()).

13. Select where archived data will be stored:

    Archive Database: Stores records in the target database schema.

    File System: Stores records as JSON files in the file system.

14. Enter the target configuration name defined in the Helidon application.yaml (e.g., DB1, FT1).

15. Provide a detailed description of the archival rule purpose and configuration.

Defining Parent Entity Relationships

Parent entity information is used for displaying archived data in Siebel under associated records (e.g., Archived SRs under Account).

1. Enter the list of parent entities associated with the data entity.

2. Use the Expression Designer to select the parent key fields (e.g., Account Id, SR Id).

3. Enter as a comma-separated list of field names. Example: Account Id, SR Id.

Configuring Archival Options

The following table explains the fields and description:

Field	Description
Archive Options	Select the archival behavior: Archive with Delete: Archives the entity and its hierarchy, then deletes the data from Siebel DB. Direct Delete: Deletes the data directly from Siebel without archiving. Use with caution
Retrieval Required	Defines retrieval behavior: Yes with Summary: Data archived in target; summarized in source. Parent entities summarized as key-value pairs. Yes without Summary: Data archived but not summarized; parent entities remain unaffected. No: Data archived with no summarization or retrieval capability.
Summary Type	Choose from available options of “Field based” summary or “AI Based” summary.
AI Summary Prompt	Provide custom AI prompt tuning text for the summarization model. Example: “Summarize the customer’s issue resolution history and outcome.”

Archiving Attachments

Follow these steps:

1. Enable this option to include file attachments in archival.

2. Define attachment fields in the following format: Parent IC.Attachment IC.DTYPE_ATTACHMENT Field

   Example 1:

   For Service Request attachments:Service Request.Service Request Attachment.Activity Attachment Id

   Example 2:

   For multiple attachments (e.g., SR, Quote, and Action):

   Service Request.Service Request Attachment.Activity Attachment Id, Quote.Quote
         Attachment.Quote Attachment Id, Action.Action Attachment.Activity Attachment Id

Note: In Web Tools, navigate to the Integration Object being archived, query Integration Component Field for Data Type = DTYPE_ATTACHMENT, and use those field paths in this configuration.

Activating an Archival Rule

To activate a configured rule:

1. Navigate to Administration – Data Archive > Archive Rules.

2. Select the rule record to be activated.

3. Verify all mandatory fields and configurations are complete:

   • Data Entity

   • Criteria

   • Archive Target

   • Target Config

   • Frequency, Start/End dates

   • Archive Options

   • Summary Type

   • Retrieval Required

4. Click the Activate button.

5. Once successfully activated, the rule status turns Green and the Activation Date is auto-populated.

6. The rule becomes eligible for execution by the Data Archive Scheduler within the defined time window.

Inactivating an Archival Rule

To inactivate or expire a rule:

1. Navigate to the Archive Rules view.

2. Select the active rule you wish to deactivate.

3. Click Deactivate (or modify the End Date to future date on which the rule becomes inactive.).

4. The rule’s status changes to Red (Inactive) and the Expiration Date is updated automatically.

5. The rule will no longer be considered for execution by the scheduler.