Adding a Maintenance Task

With maintenance tasks you can copy, move, delete, purge and re-index data. To run a maintenance task, you create a maintenance process and assign the task to it (or you can assign the task to an already existing process). When the maintenance process is executed, it will run the task(s) assigned to it.

To add a maintenance task

1. On the Navigation Tree, click Report Warehouse, then click Maintenance and select Maintenance Tasks.

2. Click on the Maintenance Tasks page.

3. Maintenance Task Name: Enter the name of a new maintenance task.

4. Description: Optionally, enter any text defining the maintenance task.

5. Task Priority: If there are several tasks in queue, the system will first handle those with higher priority. Select priority from the following options: Lowest, Below Normal, Normal, Above Normal, Highest.

6. Task Type: Specify the type of a task. This list contains the following types:

• Block — Blocks certain reports to deny user access. You can also block reports of a document type by clicking  on the Report Instances tab.

• Change DTA_indices: Changes indexes for premining models.

• Copy 1 to 2: Copies data from First Copy volumes to Second Copy volumes.

• Copy 2 to 1: Copies data from Second Copy volumes to First Copy volumes.

• Delete: Deletes files from the database and from First Copy volumes. However, the files remain on a Second Copy volume, if any.

• Drop DTA table(s): Removes pre-mined data from the MS database including tables for the reports matching the task criteria.

• Drop Empty Index Values Tables: Removes tables with empty index values, to speed up the partition creation. This task is recommended if you update a database created in the previous version of the application.

• Drop Pre-Mined Data: Removes pre-mined data from the DTA tables in the MS database for the reports matching the task criteria.

• Full Text Search: Searches for reports containing the specified text.

• Move: Moves data form First Copy volumes to Second Copy volumes. The reverse moving task (from Second Copy to First Copy) is not supported.

• Pre-Mine Data: Pre-extracts table data from reports during a filing process (as part of archiving report data), and puts it into the MS database.

• Purge: Files are removed from First Copy volumes only if they exist on Second Copy volumes. The system does not remove files from the database and they are available for viewing and searching as usual.

• Re-index: Recreates indexes for documents and is used when one of the Monarch models is changed.

• Rename: Renames reports and documents. The name model is set in the Auto-Name and Report Name options of the appropriate Document Type.

• Restore from Archive: Restores archived-only reports back into working storage where users can view and mine them.

• Search Text:  The following option becomes available if you select the Full Text Search task type.  Type here the text you want to find in the report.

7. Max Result Count (0: unlimited): The following option becomes available if you select the Full Text Search task type. Limit the number of displayed reports. If you enter 0, all reports are displayed.

8. Whole words only check box: The following option becomes available if you select the Full Text Search task type. Select this check box to search for the whole words only.

9. Case sensitive check box: The following option becomes available if you select the Full Text Search task type. Select this check box to distinguish between upper and lowercase letters while searching.

Criteria section

1. Based on: Select one of the following options:

• Report/Document Dates: If you select this option, the current task will process reports/documents with creation dates specified in the Date Range field.

• Filing Dates:  If you select this option, the current task will process reports/documents with filing dates specified in the Date Range field.

2. Date Range: If you select this option, the current task will process reports with dates specified in the From ... To boxes. Click to use the Calendar.

3. Document Age in days: If you select this option, the current task will process reports with creation dates specified in the Younger than ... Older than boxes.

4. Except: If you select this option, the current task will process all reports in the Document Types pane with the exception of several latest reports number of which is specified in the latest box in conformity with the defined Based on parameters, namely Report/Document Dates or Filing Dates.

5. Count of Reports/Files: Specifies that the current task will process reports defined by the first/last count of reports you set in the First or Last boxes. The reports will be sorted by a document date.

• For all selected document types: applies values from Count of Reports/Files fields to all selected document types.

• For each document type selected: applies values from Count of Reports/Files fields to a selected document type only.

6. Containing Index Value: This option becomes available after you select a document group in the section below, and assign document types to the task (provided that index fields of the document type are mapped with the corresponding keyword types). Select this option, if you want to specify an index value as one of the maintenance criteria. When you select it, the Maintenance Criteria box to the right becomes available. Click Maintenance Criteria to expand a hidden section. Select an index field from the list, select an operator from the list, and type a keyword value. You can lookup available keywords by clicking the Keyword Lookup button. Click Save and the new maintenance criteria will be displayed in a dimmed box.

Document Types section  

Click this header to expand a section with the following items:

1. Document Groups: Allows you to select a document group from the list. After selection, the system displays all document types for this group, used by the current task, in the Document Types pane.

2. Document Types: Displays all document types for the document group, selected from the Document Groups list. These are used by the current task.

3. Filter by: Enter part of the name of a document type you want to find, and click Apply.

4. Assigned Document Types: In the Document Types pane, select the document types that you wish to assign to the task, and drag them to the Assigned Document Types pane.

 Note: The icon allows you to remove assigned document types from the list.

Re-index options  

Note: These options  become available if you select the Re-index task type.

1. Perform re-pagination: Allows to re-paginate the volume data. Becomes available on Re-index task selection.

2. Remove Deleted Documents: Allows to remove deleted documents during Re-index task.

3. Remove Deleted Documents Only: Re-Index is not performed, only deleted documents are removed.

4. Use Index Defaults: Allows use of default document indexes, including original file name element indexing. This option is only visible when using the Re-index Maintenance Task type.

5. Indexed Fields: This button appears on Change DTA_indices task selection. It calls the Choose Indexed Fields dialog box.

Redaction options

Note: These options  become available only if a redaction license is enabled in MS.

1. Store reports redacted: Select this option to allow storage reports to be stored with redaction. In this case reports are stored in the redacted format in storage volume.

Note: This option  becomes available only if you select the Restore from Archive task type.

2. Store mining data redacted: Select this option to allow pre-mined data to be stored with redaction.

Note: This option  becomes available only if you select the Pre-Mine Data task type.

Delete options

Note: These options  become available if you select the Delete task type.

1. Delete Working Reports: Select this option to delete only working reports.

2. Delete Report Archives: Select this option to delete report archives.

3. Delete All: Select this option to delete all reports.

4. To save a new maintenance task, click Save. If the operation is completed successfully, the system saves the a new maintenance task to the database and displays the updated Maintenance Tasks page.

5. To clear the recent changes, click Clear.

6. To cancel the operation and return  to the Maintenance Tasks page without saving data, click Cancel. Keep in mind that no changes will be saved.