Archive related records

Use the Archive Related Records related list to add related records to the archive rule.

  1. Navigate to System Archiving > Archive Rules.
  2. Select the appropriate archive rule.
  3. From the Archive Related Records related list, click New.
    Archive Related Records form
  4. Fill in the Archive Related Records form.
    Table 1. Archive Related Records form
    Field Description
    Archive map Displays the archive rule to which the related records apply.
    Action
    Select the action you want the archive rule to take on related records. Choices include:
    • Archive: archive records that reference the archived record.
    • Clear: remove the reference to the archived record. The record no longer references the archived record and does not appear as a related record in future archives.
    • Delete: delete records that reference the archived record.
    Reference
    Select the relationship of the records you want to apply an action to. The Reference field lists all relations that currently exist for the table being referenced. There are two types of possible relations.
    • Another table has a reference field calling the archived table. For example, if you are archiving problem records, there is a Problem ID field in the Incident table that references the related problem records.
      • The Archive action archives the related record in addition to the primary record. For example, if you select the Problem in Incident reference, the related record rule also archives any incident record that references an archived problem.
      • The Clear action removes the reference to the primary record. For example, if you select the Problem in Incident reference, the related record rule updates any incident record with a reference to the archived problem record by clearing the reference. If the reference is a many-to-many relationship, the related record rule deletes the reference instead of clearing the reference.
      • The Delete action deletes any record that references the primary record. For example, if you select the Problem in Incident reference, the related record rule deletes any incident record that references the archived problem record.
    • Another table has a Document ID field which might point to the archived table. For example, if you are archiving problem records, there is a sys ID field in the Attachments table that may reference the problem record. The list indicates document ID relationships by displaying an asterisk (*) character at the end of the selection name.
      • The Archive action updates the Document ID of the related record to point to the archived table. For example, if you select the Table sys ID Attachment(sys_attachment)* reference, the related record rule updates the attachment record to change the Document ID to refer to the archived table record.
      • The Clear action updates the Document ID of the related record to point to the archived table.
      • The Delete action deletes any record that references the primary record. For example, if you select the Table sys ID Attachment(sys_attachment)* reference, the related record rule deletes any attachment record that references the archived primary record.
    Reference table Displays the table where the rule looks for related records.
    Reference element Displays the reference field or Document ID the rule queries for.
    Reference table rule Select an existing archive rule that applies to the related records you are archiving. For example, if you already have an archive rule for the Incident table, you can select the existing Incident table rule when archiving records related to incidents records.
  5. Click Submit.