Archiving Transactions

Overview

Implementations with large numbers of Transactions may choose to allow the site’s SuperUser to archive Transactions. When Transaction archiving is enabled, the SuperUser can select Transactions for archiving (deletion).

This differs from sending a Transaction to the Trash folder in the Transaction Manager, where the Transaction can be viewed and restored after being trashed. Archiving a Transaction, and then a subsequent archive cleanup, completely wipes the Transaction from the server so that it can never be accessed again and there is no record of the Transaction.

If a company has a large amount of Transactions that were never finalized, never turned into revenue, and will not be modified in the future, it may choose to archive these Transactions to reduce clutter and server storage.

Only the SuperUser can archive Transactions, and archiving Transactions can only be done in a Transaction Manager View other than the default view.

Additionally, an internal property must be enabled for Transactions to be archived. By default this property is turned off. To enable this property, open a ticket on My Oracle Support and request for Commerce Transaction archiving to be enabled.

Archive Cleanup

Transactions that are archived will not immediately be wiped from the server. While the Transaction cannot be retrieved or unarchived by the admin (a ticket must be submitted on My Oracle Support to unarchive a Transaction), it will not be cleaned-up and erased forever until a certain number of days, set by an internal Archive Expiration Days property, have passed.

The default setting for cleaning up archived Transactions is 30 days after the Transaction was archived. To change the number of days in this setting, open a ticket on My Oracle Support.

Administration

ClosedArchiving a Commerce Transaction

When Transaction archiving is enabled, the SuperUser can archive Transactions through the Transaction Manager:

  1. Log in to Oracle CPQ as the SuperUser.

  2. Open the Transaction Manager.

    Steps to open the Transaction Manager differ based on the implementation.

  3. In the Views drop-down, select a View other than the default View.

    You may need to create a View in order to access the Transactions that need archiving. For more information on creating Transaction Manager Views, see the topic Transaction Manager.

  4. Click Run View to open the View.

    Select Run View button

  5. Select one or more Transactions in the Select column.
  6. Click Archive.

  7. Click OK in the dialog box asking if you are sure you want to archive the Transaction(s).

    The Transaction(s) is/are now archived and will be cleaned up from the server after the amount of days specified in the Archive Expiration Days property.

ClosedAccess and Manage Transaction Archives

The Archive Functionality allows an administrator with SuperUser access to restore or permanently delete archived Transactions and immediately view restored quotes from the Transaction Manager.

Note: If Transaction archiving is disabled on your site open a Service Request (SR) on My Oracle Support to enable Transaction archiving.

Perform the following steps to access and manage Transaction archives:

  1. Navigate to the Transaction Manager.

  2. Select View Archives.

    Transaction Manager - View Archives

    A list of archived Transactions appears.

    Note: The default setting for cleaning up archived Transactions is 30 days after the Transaction was archived. Open a ticket on My Oracle Support to change this setting,

    List of archived Transactions appears

  3. Select the appropriate Transaction(s) then click Delete to permanently delete archived Transactions, .

    Note: Use caution when deleting archived transactions. Transactions deleted from the archive are immediately removed from the database and cannot be restored.
  4. Select the appropriate Transaction(s) then click Restore to restore archived Transactions.

ClosedArchive All Results

SuperUsers can now archive all search results using Archive All Results. This action archives all search results at once rather than archiving only the Transactions visible on a single page.

Select Archive All Results

Notes

Notes:

  • Transaction data is stored indefinitely unless archived. This includes file attachments, which are treated the same as transaction data.

  • If Transaction archiving is disabled on your site open a Service Request (SR) on My Oracle Support to enable Transaction archiving.
  • The default setting for cleaning up archived Transactions is 30 days after the Transaction was archived. Open a ticket on My Oracle Support to change this setting,
Note: Use caution when deleting archived transactions. Transactions deleted from the archive are immediately removed from the database and cannot be restored.

Related Topics

Related Topics Link IconSee Also