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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:
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