11.22.Active/inactive documents in File system archive
To avoid displaying duplicate items in the archive, the user has the choice to filter between active and inactive items in the contentACCESS archive (contentACCESS Portal). A duplicated item is created when a file is processed multiple times and is saved into the archive multiple times. A typical use case might be when a user copies a file from one source folder to a target folder in his file system and then deletes the file from the source folder. Let’s assume that the archive job meanwhile caught and processed both files (created duplicates in the archive). To avoid the user from getting confused, the files processed in the source and target folder need to be differentiated from each other in the archive. The file archived from the source location will be inactive in the archive (the file in the source location is not available on the user’s side, the user deleted it); the file archived from the target location will be active in the archive (the file in the target location is available for the user). The contentACCESS Portal active/inactive filter makes it easy to display the actual (last touched) files in the archive.
When is an item/folder inactive in the archive? An item/folder gets an inactive status in the archive if it no longer exists in the file system (neither the original, nor the shortcut to it). Once the item is touched (e.g. versions were created, it was restored by a job, or recovered), its status will turn to active.
When an archive job is running, it is synchronizing the current state of the archive with the state of the file system. The following tables will give an overview to a user about when an item is active/inactive in the archive. The light blue cells contain the files/folders that are found by an archive/restore/recovery job in the file system (on the user’s side), the grey cells inform the reader about the action that the job performs when it finds this particular file/folder.
Archive with shortcutting method
| File system (user’s side) | ||
| A) Shortcut was found by the archive job | YES: the job does not touch the shortcut. The item will be ACTIVE. | NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched). |
| B) File was found by the archive job | ||
| YES: If the file was changed, a new version will be created in the archive, and the file will be converted to shortcut. The item will be ACTIVE in the archive. | NO: The file will be archived and converted to shortcut; the item will be ACTIVE in the archive. | |
| C) No shortcut, no file was found by the archive job | YES: the item will be INACTIVE in the archive. | NO: no action will be performed by the job |
| D) Folder no longer exists | ||
| YES: folders will be INACTIVE (recursively); items will be INACTIVE | ||
| E) Folder exists | ||
| YES: permissions will be actualized and the folder will be set to ACTIVE | NO: it will be archived and set to ACTIVE | |
Archive with the “Keep original” method
| File system (user’s side) | ||
| A) Shortcut was found by the archive job | YES: the job does not touch the shortcut. The item will be ACTIVE. | NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched). |
| B) File was found by the archive job | ||
| YES: If the file was changed, a new version will be created in the archive and the file will be kept in the file system. The item will be ACTIVE in the archive. | NO: The file will be archived and the original will be kept; the item will be ACTIVE in the archive. | |
| C) No shortcut, no file was found by the archive job | YES: the item will be INACTIVE in the archive. | NO: no action will be performed by the job. |
| D) Folder no longer exists | ||
| YES: folders will be set to INACTIVE(recursively); items will be set to INACTIVE. | ||
| E) Folder exists | ||
| YES: permissions will be actualized and the folder will be set to ACTIVE, | NO: it will be archived and will be set to ACTIVE. | |
Archive with the “Delete original” method
| File system (user’s side) | ||
| A) Shortcut was found by the archive job | YES: the job does not touch the shortcut. The item will be ACTIVE | NO: the job will duplicate the item to the new location. The shortcut will be updated with a new ID. The new item will be ACTIVE (the old item is not touched). |
| B) File was found by the archive job | ||
| YES: If the file was changed, a new version will be created in the archive and the file will be deleted from the file system. The item will be INACTIVE in the archive. | NO: The file will be archived and the original will be deleted; the item will be INACTIVE in the archive. | |
| C) No shortcut, no file was found by the archive job | YES: the item will be INACTIVE in the archive. | NO: no action will be performed by the job. |
| D) Folder no longer exists | ||
| YES: folders will be set to INACTIVE(recursively); items will be set to INACTIVE. | ||
| E) Folder exists | ||
| YES: permissions will be actualized and the folder will be set to ACTIVE. | NO: it will be archived and will be set to ACTIVE. | |
Automatic restore from shortcut
| File system (user’s side) | Action performed by the restore job |
| A) Shortcut found | The job restores the original into the file system location; the item in the archive will be set to ACTIVE. |
| B) No shortcut found | No action. |
Automatic recovery
| File system (user’s side) | Action performed by the recovery job |
| A) File found | No action, file will be skipped. |
| B) Shortcut found | No action, shortcut will be skipped. |
| C) Nothing found | C/1) If the job configuration requires to recover original: the original will be created in the file system; the item will be ACTIVE in the archive. |
| C/2) If the job configuration requires to recover shortcut; the shortcut will be created in the file system; the item will be ACTIVE in the archive. |
Manual recovery from contentACCESS Portal
| File system (user’s side) | Action performed by the manual recovery |
| D) File found | No action, file will not touched, it will be skipped. The item will be ACTIVE in the archive. |
| E) Shortcut found | Shortcut will be replaced by the original file in the file system; it will be ACTIVE in the archive. |
| F) Nothing found | New file will be created in the file system; the item in the archive will be ACTIVE. |
Other use cases:
✓ The shortcut is deleted from file system: nothing happens in the archive during the archiving process, the items change to INACTIVE if they were active before.
✓ The shortcut is moved: the item is duplicated to the new location. The new item is ACTIVE. The old item will be INACTIVE if there is no file or shortcut at the old location.