Scheduling clean-ups

You can configure a schedule for a clean-up of selected files on a daily, weekly or monthly basis. The applicable files will be automatically deleted the first time the system is logged into after midnight in accordance with the specified schedule.

To configure a clean up schedule:

1. Select System | Options.
2. On the Clean Up page, choose the basis for the schedule by selecting one the following options from the Clean up schedule drop-down list:
   • Disabled - (default) - No automatic schedule is configured.
   • Daily - Selected files are deleted once every day.
   • Weekly - Selected files are deleted once a week, on the day specified in the Every field.
   • Monthly - Selected files are deleted once every 4 weeks, on a date specified in the Every field.
3. Choose the duration for the schedule from the Every drop-down list:
   • If the Clean up Schedule is set to Weekly, select the day (Sunday - Saturday) on which the deletion operation is to occur.
   • If the Clean up Schedule is set to Monthly, select the date (1-28) on which the deletion operation is to occur.
4. Select which files are to be included in the clean up operation by adding a check in the required boxes:
   • Recovery reports - deletes reports that are saved if there is a power cut for example.
   • All synchronized saved reports - deletes saved reports that have already been uploaded to the server.
   • All synchronized completed reports - deletes completed reports that have already been uploaded to the server.
   • All synchronized closed reports - deletes closed reports that have already been uploaded to the server.

     Tip: The above-mentioned Closed status corresponds to the InfoAsset Manager status. Refer to the InfoAsset Manager Help for details (any survey, incident or repair data fields topic).

   • All synchronized previous report versions - deletes old versions of reports that have already been uploaded to the server.
   • Backup reports - deletes reports that have been created whenever a local report has been overwritten by downloading from the server. Backup reports constitute an emergency measure if a user accidentally overwrites a report to which they have made changes. Selecting this option removes these backup reports from your local drive.
   • Other applications- deletes all the Applications but the current one. Selecting this option only deletes these applications, not the related forms, attachments and reports.
   • Orphaned attachments - deletes attachments that used to be linked to reports that have been deleted. Attachments linked to deleted reports are usually left on the local drive, in case they are shared between a number of reports and applications and in case the report gets downloaded in the future.
   • Temporary files - deletes attachments that may have been temporarily generated when creating forms and that may have been left around.
5. Choose which restriction, if any, is to apply to the clean up operation from the drop-down list:
   • Delete all reports - (default) - no restriction is imposed and all files of the selected type are deleted according to the specified schedule.
   • Delete all scheduled reports outside scheduled duration only - deletes only scheduled files outside the specified schedule duration; non scheduled files are not deleted.
   • Delete all scheduled reports outside scheduled duration and all non scheduled reports - deletes scheduled files outside the specified scheduled duration as well as ALL non scheduled files.
6. Click OK.