Deleted Assets: Getting original data

[Jim]

I understand assets are soft deleted and do still exist, I have run the deletion report and can see the names and Id's etc but how would I map to the original record and get the states it was set to purchase etc? I tried querying the cmdb assets for the ID 

[Jim]

The reason this is important is we have to hold evidence of our assets for 6 years at end of life, and we are trying to make a final decision on what the best process would be, in terms of storage, archiving etc as the assets do not seem to have an official 'archive' or any way of actually hiding them once they are considered end of life, one route discussed was to export them and store elsewhere but this seems to go against our goal of one place for all 

[Steve Giller]

21 hours ago, Jim said:

I understand assets are soft deleted and do still exist

Not that I'm aware of.

In my tests if I delete an Asset it's definitely gone from my database.

[Jim]

@Steve Giller Makes sense that I can only view it's existence due to audit trail then, So we don't soft delete at all for Assets? Could you possibly provide a list of what is soft deleted compared to what is hard deleted? as I was lead to believe that everything was soft deleted or 'archived' such as users etc and we were to use the clean utility to fully delete entities 

[Steve Giller]

I've always assumed that this is how Assets are archived.

Users have an Archive option and a Delete option - I'm fairly confident that the descriptions accurately indicate the actions they perform.

The Clean Utility is "primarily intended to be used only by an administrator of a Hornbill instance at the appropriate stage of the switch-on process, to remove demonstration and test data prior to go-live" it's not something that we would expect to be used as a housekeeping tool.

 

[Jim]

@Steve Giller The archived status doesn't seem to do anything opposed to just being a status called 'Archived' I would normally expect them to be hidden by default and possibly compressed in an archive? 

as a user if I place my assets in 'archived' I can still see them when logging calls?

 

[Jim]

for example; 

 

I can still search and link it 

 

and as a user it still appears - 

 

I am aware in the intelligent captures I can choose to only show a certain state of assets however I wouldn't class this as the expected behaviour of an archive ?

[Jim]

25 minutes ago, Steve Giller said:

The Clean Utility is "primarily intended to be used only by an administrator of a Hornbill instance at the appropriate stage of the switch-on process, to remove demonstration and test data prior to go-live" it's not something that we would expect to be used as a housekeeping tool.

This is interesting, so we would not be expected to clean up our footprint when historical data was no longer required? won't this have an impact on our allocated storage in 5 years and then the following? 

 

 

[Victor]

19 minutes ago, Jim said:

I would normally expect them to be hidden by default and possibly compressed in an archive?

@Jim I understand why/how the term Archived can be read as you did, however, in this context, Archived represents what is the asset status in your (physical) inventory not what is the asset as a record in the Hornbill database.

14 minutes ago, Jim said:

we would not be expected to clean up our footprint when historical data was no longer required?

You can perform a data cleanup at any given time according to your needs. Steve advised of its primary purpose and what is mostly used for, but is not limited to just removing test data.

16 minutes ago, Jim said:

won't this have an impact on our allocated storage in 5 years and then the following?

Depends on how many asset records you have in Hornbill. But I would say, storage for asset data alone only becomes noticeable when we talk of numbers in the hundreds of thousands possibly even more. Usually, most storage consumption in an instance is attachments and data for active running workflows/BPs.

[Jim]

Hi @Victor Thank you for explaining this should help with our decision moving forward, do you know if there ever will be something implemented like an archive or a toggle to hide from view? such as mentioned in this thread?

 

[Victor]

21 minutes ago, Jim said:

do you know if there ever will be something implemented like an archive or a toggle to hide from view?

@Jim as far as I am aware this thread (as with any thread on our forums) is posted on our internal workspaces where product managers and developers review them. As if and how it will be implemented, I cannot say. Perhaps something you can discuss with Customer Success if it is a subject of interest.