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Use process instance archive

Archive completed process instances regularly to avoid a large number of instances that can have a negative effect on runtime and start times for processes. Archiving instances gives you the following advantages:

  • Process Governance starts faster.

  • The process runtime is reduced.

  • A better overview of your process instances.

You can only archive instances that have the status Completed.

During archiving, the data of the corresponding instances is moved from the Process Governance database to an archive entry of ARIS document storage. Each tenant has its own archive. The information about simulation, recurrence, and substitution is not archived. If you want to automatically archive process instances, for example every night at a certain time, write a report in ARIS Script and schedule it. This is done in ARIS Architect.

Warning

To avoid data inconsistencies and possible data loss, you must not perform any of the following activities in parallel, neither manually nor scheduled:

- Deleting any Process Governance process instance, process version, or process

- Archiving Process Governance process instances

- Backup/restore tenant (containing Process Governance or ARIS document storage data)

Prerequisites

  • You have the Process Governance administrator function privilege.

  • The instances have the COMPLETED status.

Procedure. Procedure

  1. Click Application launcher Application launcher > Administration Administration.

  2. Click Process administration Process administration.

  3. Click Instances. The list of process instances is displayed.

  4. Click Filter Show/Hide filter. The filter criteria are displayed.

  5. Enable the COMPLETED status.

  6. Click Apply filter. The list of completed process instances is displayed.

  7. Enable the instances to be archived. You can archive a maximum of 100 instances in one step.

  8. Click Archive instances Archive selected instances. (The function is only available if at least one instance is enabled.)

    The instances are removed from the Instances list and are displayed in the Archived instances list.

  9. To move instances back from the archive to the Instances list, open the Archived instances list, move the mouse pointer over the relevant table row, and click Unarchive archived instances Unarchive archived instances.

  10. To permanently delete archived instances, open the Archived instances list, move the mouse pointer over the relevant table row and click button_delete Delete.

  11. To suspend archiving, unarchiving, or deletion, click Suspend in the progress dialog. Alternatively, you can use the suspend function in Archive history. Note that operations that have been already completed are not reverted. Example: An operation is running to archive ten instances. You suspend the operation after three instances have already been archived. Only the seven remaining instances are not archived.

    To resume the operation, open Archive history, click Resume in the row of the previously suspended archiving execution. This is also helpful if an operation was suspended automatically, for example, during a backup.

Your operations were performed.

Alternatively, you can archive all completed instances of a process version. To do so, click the relevant process version under Processes, then click Archive instances Archive all completed instances.

The archiving functionality can affect the total runtime and size of the backup.