Archiving

Select Entries to Archive

The Select Entries to Archive option creates the archiving activity. It is used similarly to the Search File Entries option. The Select Entries to Archive option is the first step in developing an archiving activity and is very important since there cannot be any archiving without the SEARCH template created in this option.

NOTE: It's important to know which entries you want archived and where you want them stored before you start the archiving process!

This mandatory archiving option really performs three important functions:

1. A search for file entries that meet your specified search criteria or condition (truth test) occurs first. The results of this search are then stored in a template you specify. You must store these results in a template! (For guidance on how to use the search option procedures, please refer to the "Search" chapter in the "VA FileMan Getting Started Manual.")
   
   
2. After storing the results of the search in a template, a sort of the file by any field must occur. This sort is as important as the search portion of this option! Do not use any sort criteria that contains M code. Be careful, if you limit the sort range, you will limit the entries selected for archiving. You can delete unwanted entries later by using the Add/Delete Selected Entries option.
   
   
3. Finally, a print of the fields to be archived to a printer or the screen (CRT) must occur. Printing fields that uniquely identify the entries being archived gives you a permanent record of the archived entries.

You cannot create an archiving activity until at least one entry is located according to your search criteria, sorted, and printed to a printer or a terminal!

NOTE: If a subentry to be archived is contained in a Multiple field, the entire entry must be archived.

An example of the dialogue you may encounter follows. Notice the sequence of search, sort, and print:

ARCHIVE FROM WHAT FILE: CHANGE

  -A- SEARCH FOR CHANGE FIELD: .01	  NO.
  -A- CONDITION: LESS THAN
  -A- LESS THAN: 900  

  -B- SEARCH FOR CHANGE FIELD: 

  IF:  A// 	 NO. LESS THAN 900

STORE RESULTS OF SEARCH IN TEMPLATE: ZZTEST TEMPLATE
 Are you adding 'ZZTEST TEMPLATE' as a new SORT TEMPLATE?  No// Y   (Yes)

SORT BY: VERSION
START WITH VERSION:  FIRST// 
  WITHIN VERSION, SORT BY: 

FIRST PRINT FIELD: .01   NO.
THEN PRINT FIELD: VERSION
THEN PRINT FIELD: PROGRAMMER
THEN PRINT FIELD: 
HEADING:  CHANGE ARCHIVE SEARCH  Replace  
DEVICE: 
 

CHANGE ARCHIVE SEARCH			              AUG 30, 1992  10:59   PAGE 1
   NO.          VERSION           PROGRAMMER
------------------------------------------------------------------
 
  101           17.10             DOE,JANE
  102           17.32             DOE,JOHN
  103           17.35             DOE,JOHN
                      3 MATCHES FOUND.

After using this option, the status of your archiving activity is SELECTED. The status of an archiving activity can be SELECTED, EDITED, ARCHIVED (TEMPORARY), ARCHIVED (PERMANENT), or PURGED. You may identify a file at the "ARCHIVE FROM WHAT FILE:" prompt and get the response that follows:

    There is already an outstanding archiving activity.
    Please finish it or CANCEL it.

This message means that the file you identified has already been selected for archiving and that archiving activity has not been completed; a second one cannot be started yet. Since the ARCHIVAL ACTIVITY file is being shared by both archiving and extract activities, the italicized word in the message will say extract if the outstanding activity on the file identified is an extract.

Reviewed/Updated: March 4, 2007