Archiving your documents and system messages

Why use archiving?

1. Preparation
   1. Examine how to recognize data (sub)types.
   2. Examine which metadata is necessary and available (not necessary for documents that will be discarded).
2. Configuration
   1. Configure document recognition.
   2. Configure how to extract and set metadata.
      
3. Testing your configuration.

Step 1: Setting the scope of the archiving

1. Scroll down to the Archiving Settings and fill in these fields:

   Messages are not the same as documents:

   • In SmartBridge, messages are internal messages exchanged between SmartBridge component, and they are stored for system monitoring.
   • Documents are the files sent between partners.
   • The stored internal system messages (‘messages’) are used for troubleshooting.

   Field name	What to fill in	Suggestion or example
   Days before archiving messages	Number of days an internal system message should be available in the Live database.	30 In high volume environments you could lower the number of days a message is available, to improve system performance.
   Days before removing messages	Number of days an internal system message should be available in the archive.	In the current version, SmartBridge will ignore user settings and use your 'Days before archiving messages' setting as the number of days before deleting internal system messages.
   Days before archiving documents	Number of days a document should be available in the Live database	30
   Days before removing documents	Number of days before a document is deleted from the archive as well	365 If you are using SmartBridge for e-invoicing: Contact your legal department for setting the legally required number of days a document should be available in the archive. Some countries require an archive that goes back up to 7 years. Additionally, the current e-archive used might not be fully compliant with the requirements of your tax department. For more details, check with your TIE account manager for an e-Archive solution.
   Archived document files location	Location of file folder for storing the content files of the archived documents	<drive>:\TIE\SmartBridgeData\Archive
   Maximum duration of archiving run (in hours)	Number of hours the process of document archiving may take. After the specified number of hours the documents archiving process will be interrupted and will continue when the next document archiving action is scheduled.	1
   Maximum no days after the last archiving run	After this number of days the system health widget will indicate an error state for the Archiving item	30

2. Click the button 'Save application settings' to save your archiving settings.

Step 2: Set the time and recurrence of an archiving job

1. Click on the
   +  at the bottom of the page to add a schedule. Select an archiving job (archiving documents or archiving messages).

2. Fill in the fields:

   Select type of schedule	Name	State	Trigger	Description
   Archive documents	ArchiveDocuments	Enabled	0 0 2 * * ?	Archive daily at 2am
   Archive internal messages	ArchiveMessages	Enabled	0 0 23 * * ?	Archive daily at 11 pm

    

3.  Click 'Save schedule job' to save your archiving schedule.

Learn more about Scheduling

• Scheduling activities