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Drawer maintenance

Moving inactive or defunct drawers to a secondary data location

Marking FileCabinet CS drawer data as inactive or defunct and moving them to a secondary data location allows you to remove it from your active drawer list and maintain the retention of the data.
By default, all existing drawers and any new drawers are automatically assigned a status of
Active
.
Sorting drawers
To mark drawers as inactive or defunct, assign a drawer status for multiple drawers at the same time. Once the drawer status has been updated you can filter by Inactive and defunct drawers instead of picking individual drawers to move..
Creating a new data location
  1. Create the secondary data location folder structure in Windows Explorer. Go to the location in which you want to store these drawers and create a folder for the data to reside.
  2. In FileCabinet CS, go to
    Setup
    System Configuration
    Data Locations
     and choose
    Add/Modify Data Locations
    .
  3. Choose
    Standard
     format and select
    Next
    .
  4. Select the
    Enter Path
     button and navigate to the folder you created previously.
  5. Give the new data location and appropriate
    Alias
     name
note
You can check the box
>Open Copy Drawers dialog after adding new data location
 to automatically open the copy drawers dialog.
Copying drawers to the new data location
  1. Choose
    File
    Copy drawers
    .
  2. Select the new Inactive Drawers data location as the destination location.
  3. On the bottom left, in the
    Focus
     area, you can unmark the
    Active
     checkbox to only show drawers marked as Inactive or Defunct.
  4. Select
    Select All
     to prepare these drawers for the new location.
  5. Mark the
    Automatically create folders
     checkbox
  6. You may also mark
    Enable application lock during the copy process
    , making all other users exit FileCabinet CS and integrated applications.
    note
    Marking this option requires everyone in the network to exit all CS Professional Suite and Microsoft Office applications while these drawers are being copied.
  7. Choose
    Copy
    .
Removing data from the old data location
Once complete, FileCabinet CS will alert you that the data was copied and not moved. The drawers you have copied are still in the Active data location and will need to be deleted manually through the
Delete Drawers
 dialog.
Make sure to focus down to Inactive and Defunct drawers before doing this.
We recommend backing up your data and consulting your qualified IT professional before deleting drawer information.
Your Inactive Drawers data location will now be available to choose from the data location drop-down above the search field on the
Drawer list
 window.
Image shows drop-down window above the search bar

This article applies to:

  • PRODUCT: FileCabinet CS