2.15 Archive

Note:

This feature is available when the additional package dfx-archive is installed.

This section describes how to create archiving rules. Archiving rules define the conditions under which documents are automatically moved to the archive (for example, by date, status, or other attributes). They are one of several ways to archive documents in the system. For more information about all available archiving methods, see the Document Archiving section.

2.15.1. Create an Archiving Rule

An archiving rule defines the conditions under which records are automatically moved to the archive. For example, you can configure archiving for documents that are older than 3 years or have a specific status.

Note:

Only users with the Admin or Archivist role can create archiving rules.

1. In the navigation panel, select the Studio 1 workspace.

2. Select the Archive 2 shortcut group, then select the Archiving Rules 3 shortcut.

3. In the toolbar, select Create 4.

4. Fill in the fields using the hints from the table below.

   Field	Description
   Code*	Must be unique within the system. It is recommended to use a short value (up to 10 characters). Use only Latin letters and digits.
   Name*	Enter a clear name for the rule that reflects its logic (for example, Archive documents older than 3 years). ℹ️ Note: This field supports localization. Select the icon to add values for other languages, fill in the corresponding fields, and select Apply.
   Rule Description	If needed, add a short description to explain the purpose of the rule or the conditions for its application. ℹ️ Note: This field supports localization. Select the icon to add values for other languages, fill in the corresponding fields, and select Apply.
   Entity*	This field will be automatically populated with the value Documents — leave it unchanged.

   Note:

   Fields marked with * are required.

5. Expand the required attribute folder in the left part of the form.

6. Drag the attributes you want to use as archiving conditions into the Filters section.

   Note:

   You can add multiple attributes and combine them to build complex conditions (for example, date + status).

7. For each attribute, in the Filter field specify the values by which the system will identify records for archiving.

   For example:

   • Creation Date → less than today - 3 years
   • Status → Completed

8. In the toolbar, select Save.

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Note:

You can apply the created rule to a specific document type. To do this, open the Archiving tab in the document type settings. For more details, see the Archiving section.