Managing Documents

There are three common ways to manage documents in WebDocs:

• Export documents to an external device for storage or legal reasons.
• Purge documents in the Deleted Documents folder.
• Purge documents in WebDocs that have expired.

See also Appendix C: Reference of Relevant Commands for a reference of document-management commands.

Exporting Documents

You may want to export documents from WebDocs to:

• Move them to storage.
• Copy them to a CD or DVD for legal reasons.

To export documents:

1. Run DOCEXPSELto select the documents to export. You can select documents by WebDocs folder and document date.
   
   For example: To select all documents in the APfolder from the year 2009, run:
   
   DOCEXPSEL FOLDERLVL1(AP) BEGINDATE(01/01/09) ENDDATE(12/31/09)
2. Run DOCEXPto export a copy of the select documents to an IFS directory.
   
   For example: To export selected documents to the ExportIFS directory and cap the disk size at 600 MB to burn to a CD, run:
   
   DOCEXP IFSDIR('/Export') MKDIR(*YES) MEDIASIZE(*CD600)
3. Burn the IFS directory to the CD or DVD.

4. Choose what to do with the selected documents in WebDocs:

   • To keep the documents in WebDocs, run DOCEXPRST to deselect the documents.
   • To delete the documents from WebDocs, run DOCEXPDEL to move the documents to the Deleted Documents folder:
     
     DOCEXPDEL CONFIRM1(*YES) CONFIRM2(*YES)
     
     Note: To purge these documents from WebDocs completely, see Purging Deleted Documents.

Purging Deleted Documents

When users delete documents, they are moved to the Deleted Documents folder. To permanently delete all documents in the Deleted Documents folder, you need to purge this folder.

Best Practices:

• Set up an administrative review before purging documents. Use this process to decide whether purging documents fits your organization's business needs and, if so, make sure that you really want to permanently delete all documents in the Deleted Documents folder.
• Give administrators permissions to the Deleted Documents folder so that they can restore any documents users delete by mistake.

Warning: Once you purge documents, you cannot recover them except by restoring them from a back-up.

To purge all versions of all documents in the Deleted Documents folder, run the DOCCLRDEL command.

Purging Expired Documents

When you set up how long it takes for documents of a particular Document Type to expire, WebDocs marks expired documents as expired but does not delete or purge them. You need to decide your own internal procedures for what to do with expired documents.

The DOCEXPPRGcommand purges expired documents:

To...	Do the following...
Move all expired documents to the EXPIRED WebDocs folder, review them, and (optional) delete them.	To move documents to EXPIREDbut not delete them, run DOCEXPPRGand set both confirmation parameters to*YES: DOCEXPPRG CONFIRM1(*NO | *YES) CONFIRM2(*NO | *YES) Set up your administrative review for expired documents. To print a spool file that lists all expired documents, runDOCEXPDOC: DOCEXPDOC OUTPUT(*PRINT) To purge the expired documents, run DOCCLRFLR on the EXPIREDfolder and set both confirmation parameters to*YES: Warning: Once you purge documents, you cannot recover them. DOCCLRFLR FOLDERLVL1(EXPIRED) CONFIRM1(*NO | *YES) CONFIRM2(*NO | *YES)
Purge all expired documents immediately.	Warning: Once you purge documents, you cannot recover them. Set both confirmation parameters and delete parameters to *YES: DOCEXPPRG CONFIRM1(*NO | *YES) CONFIRM2(*NO | *YES) PERMDELET1(*NO | *YES) PERMDELET2(*NO | *YES)

 

 

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4.0 | 201802260747 | February, 2018