Archival Rule Lifecycle

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

Each rule defines:

• What data to archive
• When to archive it
• How to process associated child entities and attachments

Archival rules can target either a database or a file system. The rules 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.

Create an Archive Rule

Here's how to create an archive rule:

1. Sign into the Siebel Application as an administrator. Ensure the signed in user has the Data Archive Administrator responsibility (new in Release 25.12).
2. Navigate to Administration – Data Archive > Archive Rules.
3. Click New to create a new archival rule record.
4. Enter a unique name for the archival rule, for example, Service Request Archive Rule.
5. Enter the Integration Object (IO) name representing the business entity to be archived, for example, Service Request IO. The IO must contain all Integration Components (ICs) that represent the entity hierarchy to be archived.

   The View Mode user property for Archival IO must be set to All. This ensures that the archival user has 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.

6. Specify how often the archival job should run.

   Select Daily, Weekly, Monthly, or Yearly.

7. Select the date when the archival rule becomes active.
8. Select the date when the archival rule expires. Once reached, the rule automatically becomes inactive.
9. Specify the time window for job execution on each occurrence. The job only runs during this time window based on the defined recurrence.
10. 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()).

11. 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.
12. Enter the target configuration name defined in the Helidon application.yaml (for example, DB1, FT1).
13. Provide a detailed description of the archival rule purpose and configuration.

Define Parent Entity Relationships

Parent entity information is used for displaying archived data in Siebel under associated records (for example, 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 (for example, Account Id, SR Id).
3. Enter field names as a comma-separated list. Example: Account Id, SR Id.

Configure Archival Options

The following table explains the fields:

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	Define the 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.