PERFORMANCE

Using an agent to delete and archive documents
Agents give you a very high degree of control over document deletion criteria. However, agents can be slow to run.

The following procedure describes creating an agent using simple actions. You can also create agents using IBM® Lotus® Notes® formulas, LotusScript®, or Java™.

When you run the agent, if IBM® Lotus® Domino® cannot copy all specified documents to an archive database -- for example, if there is not enough disk space on the target folder -- the agent stops.

For more information on Notes formulas, LotusScript®, and Java™ see Lotus Domino Designer Help.

To use an agent to delete and archive documents

1. (Optional) To archive deleted documents, select File - Application - New Copy to create a copy of the database as the archive copy. Copy only the database design.

2. Open the database and select Create - Design - Agent.

3. Type a name for the agent.

4. Below "When should this agent run," click the arrow and select an option.

5. Below "Which documents should it act on?" click the arrow and select an option. Click Add Search, specify the search criteria, then click OK.

6. (Optional) To archive deleted documents, on the bottom pane next to Run, select "Simple action(s)" then click "Add Action." Then select "Copy to Database" and select the archive copy of the database created in Step 1. Click OK and go to Step 8.

7. In the bottom pane next to Run, select "Simple action(s)" then click "Add Action." Then select "Delete from Database."

8. Close and save the agent. Then select View - Agents, select the agent and select Actions - Test to simulate a run and test that it works correctly.

9. Save and close the agent if necessary.

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