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Configure the Archive Scheduler

Updated

The Archive Scheduler exports all data, or selected data, from a SmartSimple instance to a SmartSimple folder or a client-controlled SFTP server. Configure the Archive Scheduler to create an off-site backup or archive of data, often to meet compliance or retention requirements.

Who: System administrators

NOTE  The Archive Scheduler is accessible only by SmartSimple staff. To have the Archive Scheduler enabled at no additional cost, contact Support or your CSM.

When to Use the Archive Scheduler

Use the Archive Scheduler when:

  • An off-site or additional backup or archive of SmartSimple data is needed.
  • Compliance requirements call for off-site retention, such as in the government space, where an archive of the data must be placed in another data center.
NOTE  The Archive Scheduler is designed solely for archiving and storing data externally. 
To export data for third-party applications, reporting, analytics, or business intelligence, use the Data Extraction API. Clients can configure the Data Extraction API directly, and SmartSimple involvement is not required for setup. See Configure the Data Extraction API for more information.

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Configure the Archive Scheduler (SmartSimple Staff Only)

A SmartSimple staff member can create one or more archive schedules as needed.

To configure the Archive Scheduler:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Process section and click Archive Schedules.
  3. Click the New Schedule [+] button.
    • If a schedule is already created, a SmartSimple staff member has the option to edit, run, or stop a schedule that is currently running.
    • If the option to stop a schedule is greyed out, that means the schedule is currently idle.
  4. Add the applicable information to the fields, and then click Save. See the Archive Scheduler Field Descriptions section of this article.

For pre-existing Archive Schedules, a History tab is available and shows a full list of historical archive records.

NOTE  Archives are quite detailed and can take some time to generate. It is recommended to run the Archive Scheduler outside of office hours so that records are not changing. This also avoids any potential impact on the production systems when the archives are being generated.

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Archive Scheduler Field Descriptions

The following table describes each field on the Archive Scheduler schedule page. Fields in the Save to Folder, Export to SFTP, Format, and When To Run sections are listed with the section name first.

Field Description
ID ID assigned to the schedule. This field is automatically populated.
Archive Schedule name Name of the schedule. The name should be clear and easy to understand.
Activate Enable to have the schedule run the next time the condition is met.
Use SmartSearch Format Appears only if SmartSearch is enabled. When toggled on, improves the performance of the schedule and pulls data more efficiently.
Archive Content Select Custom to choose Object Types and Tracking Applications.
Export organization and user activities separately from UTA activities Enabled automatically when SmartSearch is used.
Export field types containing structured data formats separately from other field types Structured data formats include JSON, Advanced Data Tables, and Basic Data Tables.
Exclude empty field values Enabled automatically when SmartSearch is used.
Exclude Fields Defines the fields to exclude from the archive.
Save to Folder - Folder Type Defines where the exports are saved. Options include System Folder or Folder.
Save to Folder - Folder If Folder is selected in the Folder Type field, defines the SmartFolder where exports are saved.
Export to SFTP - Integration Key Alternative to saving the export to a folder. Controlled by the client and defined in the Integrations tab of Global Settings.
Export to SFTP - SFTP Folder Path Defines the folder path where the zip file is stored.
Format - File Structure Options include CSV with all field data in a single file, CSV with field data in multiple object files linked together with IDs, or JSON with all field data in a single file.
When To Run - Run Type Options include ad hoc or scheduled.
When To Run - Frequency If Scheduled is selected in the Run Type field, Frequency defines whether the schedule runs daily, weekly, monthly, yearly, or on a custom frequency. A custom frequency sets the days apart, the hours, and the start date.
Run Started Shows the date and time of when the schedule started.
Run Completed Shows the date and time of when the schedule last completed.

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