Space / Space Inventory (Transactional)

Archiving Workspace Transaction Records

As a business process owner or service desk manager, you will want to establish a policy for archiving your Workspace Transaction records. Archiving moves records from the Workspace Transactions table (rmpct) to the Historical Workspace Transactions table (hrmpct).

Once workspace transaction records are archived, the system does not use them in space calculations that are run by the Update Area Totals task. Therefore, the system does not use the archived Workspace Transaction records in any date range calculations.

Archived workspace transactions records are used in single-date (snapshot) reports. For example, suppose you are working with the Worspace Transaction Console and choose to see an occupancy plan as of two years ago, and records from this date have been archived. The system can retrieve this data from this Historical Workspace Transactions table and present this occupancy plan to you.

Note: If you do not want to archive your Workspace Transaction records, leave the ArchiveDaysAfterEndDate parameter blank.

Setting the Archive Period

A business process owner must run the Configure Application Parameters task and set the ArchiveDaysAfterEndDate parameter. Each Workspace Transaction record has Start Date and End Date fields. This option specifies the number of days after the End Date that archiving will occur.

Typically, you will want to archive your Workspace Transaction records only after any summary data from the Update Area Totals action is no longer needed. Similarly, you will want to archive your service requests only after archiving the Workspace Transaction records.

For example, suppose you charge for space each quarter. At the end of each quarter, you will run Update Area Totals and specify the date range for which you want to calculate data. Any Workspace Transaction records that are “active” during the specified date range will contribute toward the totals.

Suppose you typically run chargeback reports for five days after you run Update Area Totals. You could complete the ArchiveDaysAfterEndDateparameter with 100, to represent the quarterly rollup (90 days) + 5 days for running chargeback reports + 5 days extra to consider holidays, extra time required, and so forth.

Archiving the Records

Once you set the archive period, the system will automatically archive the Workspace Transaction records to the Historical Workspace Transactions table by running the scheduled workflow rule, archiveRmpctRecords.

Note: If a Service Desk Manager archives a request before the system archives the Workspace Transactions records, the link to the activity_log_id in the Workspace Transactions table is removed.

Note:When you delete a room, the system immediately archives it and does not include its values in chargeback calculations, simply because the room no longer exists.