Archiving & Backup

A 'Schedule' defines which call recordings and files are to be moved from the recordX system across to a different storage location.

The first step in the process is to click the 'Create Schedule' button...

... to open the 'Archive Wizard'.

Enter the 'Name' for this new 'Schedule' and enter the name of the recipient to whom the notifications should be sent.

♣ Note: Please ensure the 'SMTP' e-mail configurations have been set before testing the e-mail notification.

The first field is where you select the 'Archive Action' to be performed:

• Archive/Move - moves the older 'Call Recordings' to another location.
• Delete - deletes the selected 'Call Recordings'
• Compress - compresses the selected 'Call Recordings' to save disk space
• Copy - copies selected 'Call Recordings' to another location
• System Backup - copies the recordX database to another location for disaster recovery.

The 'Archive from:' field gives you three options:

• All Recordings - all the 'Call Recordings' on the system will be selected, irrespective of 'Site'
• Site - only the 'Call Recordings' from the chosen 'Site' will be selected (an additional field opens allowing you to select the'Site')
• Archive Location - processes 'Call Recordings' within an existing 'Archive' (an additional field opens enabling you to select the 'Archive' to be processed)

'Older than:' is used to select the cut-off point for the age of the'Call Recordings' to be processed. You enter the figure in the first field and select the qualifier from the drop-menu, the options being:

• Years
• Months
• Weeks
• Days
• All

The 'Custom Criteria:' field enables you to apply a 'SQL' statement to the'Call Recording' selection process. Due to the highly specialised nature of this field no Help is available for inexperienced users.

♣ Note: 'SQL' statements should only be used by those who are highly experienced with 'SQL' and are familiar with the structure of the 'Comms Suite' database structure and tables

Once you have configured all the fields on this page, clicking the 'Preview Archive' will return the details of the number of 'Call Recordings'that will be included in this particular batch, including the dates of the first and last calls.

♣ Note: In this example the'Call Recordings' have never been archived and therefore all the recordings over 3-months old up to the system start date have been included

Select a 'Name' for the new 'Archive' and enter the path to the location for this 'Archive', be it on the recordX Server or a network location.

Once the full path has been entered, click the 'Create' button. If you see this error then you do not have permission to create a new archive in this location.

♣ IMPORTANT NOTE: To avoid confusion or errors with paths to the location of recordX'Archives', we strongly recommend you run the 'Archive Wizard' on the recordX Server rather than on client PC's!

♣ IMPORTANT NOTE: Using mapped network drives for the location of recordX 'Archives' isnot supported due to the numerous issues relating to access and read/write permissions for these storage locations!

The final page of the 'Wizard'('When to archive') is used to set the frequency and scheduled time of the selected 'Archive' task.

You need to give a little thought to when the archive task should be performed to ensure it does not clash with other scheduled jobs.

The 'Schedule' options available to you are:

• Once
• Daily
• Weekly
• Monthly

'Once' Schedule Settings

The final setting required if to set the 'Start' date and time using the 'Calendar' tool.

'Daily' Schedule Settings

Select the 'Start Time' and the 'Recurrence', which by default will be set to every day ('1').

'Weekly' Schedule Settings

Select the 'Start Time' and the 'Recurrence', which by default will be set to every week ('1').

As you can see, you can select either a single day of the week or multiple days for the 'Schedule'.

'Monthly' Schedule Settings

Select the 'Start Time' and the 'Recurrence', which by default will be set to the first day of the month ('1').

Once all the 'Archive Wizard'pages have been configured and you have clicked 'Finish',the 'Wizard' closes and your newly-created 'Schedule' will be listed under the'Configured Schedules:'pane.

As you can see, this 'Schedule' is shown as being 'Enabled' but shown as never having been run.

As soon as the new'Schedule' run is completed anotification is sent to the e-mail address entered in the'Notification Email' field.

This screen-shot was taken on the following day and you can see the 'Last run' is now showing a date and time and the 'Last run result' indicates the number of files that were moved when the archiving was performed by the system (click on the screen-shot to see the full-sized image).

On the extreme left of the page (highlighted in the screen-shot) are three controls.

If the check-box (highlighted) is ticked you can then use the'Delete Schedule(s)' button.

Clicking the icon to the right of the check-box will open the'Archive Wizard' allowing you to make modifications to this'Schedule'.

If you click the final icon the 'Schedule' will start running straight way.