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Create an archive rule

Create an archive rule

The System Archiving application includes several sample archive rules that illustrate the archive features. Related records can be added to an archive rule, and you can view an estimate of the number of records the rule affects.

Before you begin

Role required: admin

About this task

The sample archive rules are inactive by default.
Note: If you want to archive email, activate the Email retention plugin and use the archive and destruction rules that come with the plugin. Do not use the archive feature to create your own archiving rules on the Email table.

Procedure

  1. Navigate to System Archiving > Archive Rules.
  2. Click New.
    Archive Rule form
  3. Fill in the fields as appropriate.
    Table 1. Archive Rule form
    Field Description
    Name Required. Enter a unique name that identifies the rule. Since this name is the display field for archive rules, references to archive rules display the name you enter here.
    Table Required. Select the table containing records to archive. There can only be one archive rule per table (even if the rule is inactive). If there is an existing archive rule for a table, the table no longer appears as an option on the archive rule table list.
    Active Select this check box to enable the archive rule. Clear the check box to disable the rule. ServiceNow recommends leaving your archive rules inactive until you calculate an estimate of the number of records the rule affects and verify that rule behaves as expected.
    Description Enter a description of the archive rule.
    Parent Select an existing archive rule on which this rule depends on to run. This archive rule only runs when the parent rule also runs.
    Conditions Select the fields and values that must be true in order for the archive rule to run. Typically, you would archive inactive records older than a certain date.
  4. Click Submit.

What to do next

After verifying that the archive rule is selecting records as expected, activate the archive rule.

If you do not want to wait for the scheduled job to run the archive rule, you can manually start the archive rule by clicking Run Archive Now.