Transaction Archives

Overview

Implementations with large numbers of Transactions may choose to allow a site’s Application Administrator to archive Transactions. When Transaction archiving is enabled, an Application Administrator 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 an Application Administrator 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

ClosedArchive Transactions

ClosedArchive a Transaction

When transaction archiving is enabled, administrators can perform the following steps to archive a single transaction.

  1. Navigate to the Quotes List page.

  2. Click on the applicable line ellipsis, and then select Archive from the Actions drop-down.

Archive transaction

ClosedArchive Multiple Transactions

When transaction archiving is enabled, administrators can perform the following steps to archive multiple transactions.

Note: Multiple transactions can only be selected when Group by is set to "None".

  1. Navigate to the Quotes List page.

  2. Select the desired transactions.

  3. Select Archive from the multiple items Actions drop-down.

Archive multiple transactions

ClosedArchive All Results

When transaction archiving is enabled, administrators can archive all search results. This action archives all search results at once rather than archiving only the transactions visible on a single page.

  1. Navigate to the Quotes List page.

  2. Select Archive All Results from the Actions drop-down.

    Archive all results

  3. Click Yes in the Confirmation pop-up.

ClosedManage Transaction Archives  View, restore, or permanently delete archived transactions

Perform the following steps to access and manage transaction archives:

  1. Navigate to the Quotes List page.

  2. Select View Archives from the Actions drop-down.

    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,

    Transaction Achive

Delete Archived Transactions

To permanently delete selected archived transactions, select the desired transaction(s) then click Delete

Note: Use caution when deleting archived transactions. Transactions deleted from the archive are immediately removed from the database and cannot be restored.

Restore Archived Transactions

To restore archived transactions that have not been permanently deleted, select the desired transaction(s) then click Restore .

Notes

Notes:

  • After a Transaction is archived, it can no longer be accessed from within the CPQ Cloud admin interface, and all record of it will eventually be erased from the server. Archive Transactions with caution.

  • 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,

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