Layton ServiceDesk - Utilities - Purging

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Previous article in this series: Request Export XML

Overview

Purging permits the user to purge selected records from the database.

It is highly recommended that you back up your database prior to purging operations, as there no way to restore purged requests. It's also recommended that no-one be using the system during a purging operation in case this causes the database to be modified after the point of last backup. If you purge the wrong item, you can immediately restore the backup without losing any data.

Life Cycle of an End User

1. Import from AD.
2. End User is used in Requests.
3. End User no longer in organisation, disabled in system.
4. Purging is done from time to time. The End User cannot be purged if it is still associated with a Request.
5. Finally no Requests are left to which the End User is associated.
6. Purging removes the End User.

The rule is that if an End User has been specified in the End User field in a Request, you can't purge or delete it. This is because there is a relationship between the data in the End User and Request tables. So purging will only delete End Users that don't appear in Requests. If you want to purge End Users, purge using all of the preceding options first.

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Purging Options

Requests

Setting	Description
Delete Closed Request before	Choose a date. All Requests with a closure dated before that date will be deleted.
Purge All Closed	Purges any Request that has a status of Closed.
Purge Specific Request	Specify a Request ID to delete.

Problems

Setting	Description
Delete Closed Problem before	Choose a date. All Problems with a closure dated before that date will be deleted.
Purge All Closed	Purges any Problem that has a status of Closed.
Purge Specific Problem	Specify a Problem ID to delete.

Changes

Setting	Description
Delete Closed Change before	Choose a date. All Changes with a closure date before that date will be deleted.
Purge All Closed	Purges any Change with a status of Closed.
Purge Specific Change	Specify a Change ID to delete.

Tasks

Setting	Description
Delete Completed Task before	Choose a date. All Tasks with a closure date before that date will be deleted.
Purge All Completed	Purges any Task with a status of Closed.

Solutions

A dormant Solution is a Solution that has not been applied or linked to any Requests or Problems.

Setting	Description
Purge Dormant Solution	Deletes all solutions not in use.

End Users

A dormant End User is an End User that has not been associated with any Requests, Problems, Changes or Tasks.

Setting	Description
Purge Dormant End User	Deletes End Users who have never logged a Request, or those that are no longer associated with past Requests by virtue of having purged them.

Archiving

While Layton ServiceDesk does not have a feature that can save data in an archive, then purge it, you could make a backup of the database using Microsoft SQL Server Management Studio, then do a purge. This gives you a database backup that you can load should you need to look earlier than what is currently in the database.

Next article in this series: Clear Down Database

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