Subclient Properties (Archiving Rules)

Use Subclient Properties (Archiving Rules) tab to view or change archiving rules for this subclient. The archiving rules are split between two tabs - Document Rule and Stub Rule.

Enable All Rules

For the SharePoint Archiver Agent, specifies whether the archiving rules for this subclient will be enabled. Selecting this option will cause the system to enable all archiving rules (except for the Stub Management rules) for this subclient.

By default, archiving rules are initially disabled. Select this option and configure the rules in this dialog box before performing an Archive Operation. Selecting this option after configuring archiving rules will preserve the current settings.

Document Rule

The document rules allow documents to be archived based on a document's age, size, version, type, user name, etc. and are described below.

The document rules are split between three tabs - General, User, and Type. An "AND" condition is applied to the rules in each tab. The criteria in all three tabs must be satisfied collectively before documents are archived.

General

Options provided on this tab allow you to establish the general criteria that will determine which documents will be moved to secondary storage. The criteria configured below is used with the User and Type criteria collectively to determine if documents are archived.

  • Archive documents whose Modified Time is older than the specified days

    Use this space to Enter the number of days elapsed (i.e., the age of the file) since the last Modified Time of each document, in order for the document to be archived. For example, if you entered a value of 30 days, then all documents older than 30 days in the scanned library will be archived.

    Archiving and stub recovery operations change the Modified Time on documents.

  • Archive documents whose Size is greater than a specified threshold

    Use this space to Enter the document size (in kilobytes) a document must be in order for the document to be archived. If a document size within a scanned library is greater than this value, then it will be archived. For example, if you entered a value of 50 KB, then all documents greater than 50 KB in the scanned library will be archived.

  • Archive versions older than the last specified versions

    Use this space to Enter the number of versions that will be subtracted from the current version in order to archive the document . The number specified here is how many versions of the document that are counted back from the current version. For example, if you entered a value of 3 and the current version of the document is 5, then all documents from version 2 and earlier are archived.

    Configuring version criteria is not supported when recovering items from non version-enabled libraries.

Archive if: All of the above rules are satisfied

Specifies whether to archive a document if it satisfies ALL of the General criteria established above.     

  • Example: If a document is 29 days old and is 1 MB in size, and if the criteria above is set to archive documents older than 30 days AND larger than 50 KB, then the document would not be archived since it did not meet all of the document selection rules (e.g., the rule to "Archive document older than 30 days" was not satisfied since the document is only 29 days old).
  • Example: If a document is 31 days old and is 1 MB in size, and if the criteria above is set to archive documents older than 30 days AND larger than 50 KB, then the document would be archived since it satisfied all of the document selection rules (e.g., the rule to "Archive document older than 30 days" was satisfied since the document is 31 days old, and the rule to "Archive document if size is greater than 50 KB" was also satisfied since the document size is 1 MB).

Archive if: Any of the above rules are satisfied

Specifies whether to archive a document if it satisfies one or more of the criteria above.

  • Example: if a file is 29 days old and is 1 MB in size, and if the criteria above is enabled and set to archive documents older than 30 days OR larger than 50 KB, then the document would be archived since it met any of the general rules (e.g., Archive document if size is greater than 50 KB).
  • Example: If a file is 31 days old and is 10 KB in size, and if the criteria above is enabled and set to archive documents older than 30 days OR larger than 50 KB, then the document would be archived since it met any of the general rules (e.g., Archive document older than 30 days).

User

Options provided on this tab allow you to establish the user criteria that will determine which documents will be moved to secondary storage.  The criteria configured below is used with the  General and Type criteria collectively to determine if documents are archived.

  • Archive documents whose owner is listed below

    Displays the list of SharePoint users whose documents will be archived for this subclient. These users appear under the "Created By" column in SharePoint. Use this space to modify the list of SharePoint users. Click Add, Delete, or Browse as appropriate. Be sure to include the domain name (Domain\User) when adding a user (e.g., w2kex\spuser1).

  • Archive documents whose owner belongs to one of the site groups listed below

    Displays the list of SharePoint site groups (for example, Administrators) whose documents will be included in the archive operations for this subclient. Use this space to modify the list of site groups. Click Add, Delete, or Browse as appropriate.

Type

Options provided on this tab allow you to establish the type criteria that will determine which documents will be moved to secondary storage. The criteria configured below is used with the General and User criteria collectively to determine if documents are archived.

  • Archive documents whose type is listed below

    Displays the types of documents that will be included in the archive operations for this subclient. Use this space to modify the list of document types. Click Add or Delete as appropriate. Be sure to include the dot before the file extension in your entry when adding a document type.  For example, .doc, .pdf, or .gif are all valid types.

Stub Rule

The stub rules determine whether a placeholder stub is created when documents are archived.

Do not create a stub

Specifies that a stub won’t be created for any archived file. When this option is selected, the archived  files will be removed from the computer and a stub recovery is not possible. To recover archived files that do not have stubs, perform a Browse and Recovery procedure from the CommCell Browser.