Archives

xSuite Helix - Help

The tab Archives is for creating new archives and viewing and editing existing archives.

You can set access authorizations for each archive, select a default document type and make retention settings here.

The standard xSuite Helix package includes the archives Mailroom and Capture Invoice.

From the configuration menu, open the Archives window and click New.
➣ The Archive: Unnamed item window will open.

Configure the following fields:

Field	Action
Name	Enter the technical name of the archive. The prefix `cst_` is predefined and cannot be changed. Notice Once the archive is saved, this field will no longer be editable.
Superordinate level in workplace	Specify the level at which the archive is to be created. Possible values: `Top level`: The archive will be created at the uppermost level. `Archives/{archive name}`: The archive will be created subordinate to the archive selected. Notice Once the archive is saved, this field will no longer be editable.
Localization key	Enter the localization key for the archive name to be displayed. To open the dialog Select localization, click the button . For more information, see Selecting a localization.
Default document type	Select the document type that will be used automatically when creating a document via the archive client. Creating other document types will still be possible. If you activate the check box Document type is always used, the standard document type will always be used when creating a document.
Create index for this archive	Specify whether an index is created for the archive.

In the pane Retention settings (2), make any necessary changes to the following fields:
Notice
The retention settings you specify here will override the retention settings of the assigned document type.
If you do not specify retention settings at this point, the document-type settings will apply.
Field
Action
Count
Set the number indicating the retention time. The number relates to the time unit used.
Time unit
Set the time unit for the retention period.
Possible values: Years, Months, Days
Use the drop-down list Audit trail template (3) to select a template for displaying the audit trail of an archive document.
For information on creating templates, see Templates.
If required, activate the following options using the toggle buttons on the right side of the screen (4):
- Only show newest document version: Defines whether only the newest document version is to be indexed. If this is the case, then old document versions will be removed from the index and will not be included in results lists of a search.
- Archive Indexer for SAP: Defines whether indexing is activated for archives used for SAP archiving.
Click Save.
➣ The archive has now been created.
➣ The options in the action menu (1) will now be active.

Field	Action
Count	Set the number indicating the retention time. The number relates to the time unit used.
Time unit	Set the time unit for the retention period. Possible values: `Years`, `Months`, `Days`

In the action menu (1), click Set permissions and define authorizations.

Select from the following types of authorization:

Authorization	Description
Read	Unrestricted read rights to the archive
Write	Authorization to create and edit archive documents
Delete	Authorization to delete documents from the archive
Delete entire archive	Authorization to delete entire archives
Set and remove legal hold	Authorization to set and remove legal holds on documents in an archive
Query	Authorization to search within an archive
Admin	Administrative authorization for an archive Caution Administrative rights must be granted to at least one role so that archive settings can be made.

You can use Quick Access Links to link archive documents to other applications or systems.

If you open a Quick Access Link you have to log in to the Helix application.

[HELIX TENANT URL]/xSuiteCLient/#/app/apptile-sys_AppTile_ArchiveClient?[QUERY STRING]

Example:

https://xsuite.xsuite.com/xSuiteClient/#/app/apptile-sys_AppTile_ArchiveClient?archive=sys_Invoice&fields=CompanyCode:CC000002&openUnique=1

You can add the following parameters to a Quick Access Link. Parameters are always linked with &.

Parameter	Value	Description
`archive`	`<name-of-the-archive>`	Mandatory when searching in an archive. In this case the parameter `indexgroup` must not be set.
`indexgroup`	`<name-of-the-indexgroup>`	Mandatory when searching in an index group. In this case the parameter `archive` must not be set.
`hitlist`	`<name-of-hitlist-for-fields-query>`	Hit list used for the query result.
`query`	`<search-string>`	Query string in Elastic Syntax (Elasticsearch syntax) Note: Special characters and blanks must correspond to the URL encoding. For example, blanks must be replaced with %20. For more information, see https://de.wikipedia.org/wiki/URL-Encoding.
`fields`	`<field>:<value>[,..]`	Field query
`tablemode`	`<true> / <false>` `<1> / <0>`	Forces the table view mode for the hit list.
`openUnique`	`<any>`	Opens the archive document directly if there is only one hit.

The search (with the query option) is only possible with an index (like the search field).
The field query (with the fields option) is possible only with a hit list. It does not need to be specified, if there is only one.
The field query applies only to fields that are defined in the hit list and are of the type "String".
The field query and the filter button work the same way.

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xSuite Helix - Help