Batch Cleanup
Document revisions accumulate over time and take precious space on the Wyn server. To reclaim some of that space, administrators can use the Batch Cleanup task in the admin portal to remove revisions of documents older than a certain period relative to the current date. These tasks could be run manually or based on a schedule.
On the Batch Cleanup Tasks page under System Management of the admin portal, admins can create new tasks, edit, delete, enable, disable, or manually run defined cleanup tasks. When defining new batch cleanup tasks, revisions to delete can be selected based on how old they are relative to the date of task execution and by document type. Document types that do not have revisions will not appear when filtering for revision deletions.
During task execution, a progress bar will be displayed, and the results of the last cleanup task will be available. This includes the total number of deleted documents, the number of successful deletions, and the number of failed deletions. Once a cleanup task is completed, it gets disabled but kept for future reference. Upon successful completion of the task, Wyn provides statistical data such as the total number of deleted items and successful and failed deletions.
Create a Batch Cleanup Task
On the Admin Portal, navigate to System Management > Batch Cleanup. Click Create Batch Cleanup Task.
Specify a name for the task in the Task Name section.
In the Updated section, you can select the period your task will be deleted. You can choose the day, week, month, and year.
You can select the types of documents you want for the revision task in the Document Types section.
The user can manually execute the task when the Enable Scheduled Task switch is disabled. When enabled, you can select one-time execution or scheduled execution.
By selecting one-time execution, you can add the Starting Date and Execution Timezone.
By selecting Scheduled Execution, you can choose to repeat it Daily, Weekly, or Monthly.
Click Create after selecting all requirements.
Click Ok, in case you are sure you want to create the batch cleanup task.
A table confirming the task has been created successfully will pop up.
Daily Repeat
Select Daily for Repeat, select Every hour(s), and Every minute for the execution time.
You can select the weekdays.
The default value of Start Time is the actual time and date while the task is being created.
The default value of End Time is the same time, but the next day's date is displayed.
When ticking No End Date, the End Time and Date will automatically be invisible and unavailable.
After completing all the necessary schedule options, the description of the task will be displayed at the bottom.
Weekly Repeat
Select Weekly for Report.
Select Every week(s) and add the number of weeks you want the task to be repeated.
The default value of Start Time is the actual time and date while the task is being created, and the default value of End Time is the same time, but the next day's date is displayed.
When ticking No End Date, the End Time and Date will automatically be invisible and unavailable.
After completing all the necessary schedule options, the description of the task will be displayed at the bottom.
Monthly Repeat
Select Monthly for Repeat.
Select Every month(s) and add the number of months you want the task to be repeated.
You can choose what day of the week On the last you want the task to be repeated.
You can choose what day of the week On the first, you want the task to be repeated.
The default value of Start Time is the actual time and date while the task is being created.
The default value of End Time is the same time, but the next day's date is displayed.
When ticking No End Date, the End Time and Date will automatically be invisible and unavailable.
After completing all the necessary schedule options, the description of the task will be displayed at the bottom.
