Entering an Archive Rule Safely
The column pattern, how multi-condition rules are assembled, and the mistake that archives an entire client.
All three rules tables share the same column pattern: RuleName, ColumnName, CompareOperator, LogicalOperator, Value, Disable and TableName.
Disable
Disable = 1 means the rule is disabled. Disable = 0 means it is live. Every safe procedure below depends on having this the right way round.
How a multi-condition rule is assembled
Each condition is its own row. Rows sharing a RuleName are assembled into a single criteria filter and run against the table named in TableName. The first row's LogicalOperator must be AND.
A rule matching one matter looks like this:
| RuleName | ColumnName | CompareOperator | Value | TableName |
|---|---|---|---|---|
Carnival | Custom1 | = | 107 | Workspaces |
| Carnival | Custom2 | = | 010 | Workspaces |
Warning The service polls every 20 to 25 seconds. A rule entered one row at a time will be picked up half-finished. With only the first row present, the criteria filter reads “every workspace where Custom1 is 107” — every matter for that client.
The two safe procedures
- Set Disable = 1 on every row as you enter it, then clear it once the whole rule is in place. This is the usual choice.
- Or stop GDSI.DMSyncArchiveService before you start typing, and start it again afterwards.
Either works. Doing neither is how firms archive a client by accident.
The columns only ArchiveRules has
| Column | Purpose |
|---|---|
Ongoing | Re-evaluate the rule as new content appears |
| DefaultSecurity | Private, Public or View, applied to the workspace after a successful export |
| ArchiveAfterDtUtc | When the archive should occur |
| ArchiveLocationId | Which registered destination to use — the only enforced foreign key in the schema |
DisableArchiveRuleWhenDone in appsettings.json makes a completed rule disable itself so it does not re-run. Confirm the setting before assuming a rule is finished with.
Checking what is live right now
SELECT * FROM ArchiveRules WHERE Disable = 0;
The full sequence
A document archived by an ArchiveRule
A workspace archived by an ArchiveRule