How to Archive the IT Helpdesk
I built an IT Help desk not using the MS template and it works great for us. The only problem is that pesky 2000 item limit SharePoint has. So based on usage, if we archive this desk every quarter, it will keep running fine. Below are the instructions for how I did it in our case. Since the screen shots did not come through on this cut and paste, and I am too lazy to put them all in here, I will just explain one thing about the view I created for the export. The filter conditions are #1 the ticket has a status = Closed, and #2 the ticket has not been modified since "##/##/####"
• Go to View all site content” in the IT Help desk site with the “Export to Archive” view. There should be no records showing in your view.
• Select Modify this view from the view drop down menu.
• Go to the bottom of the definition and change the date to reflect the end of the quarter you are archiving. (The next date should be 03/31/09) and click OK. This will now show you all of the closed records that have not been modified since your date. These can be archived.
• Now you should see several hundred records. From the actions menu, choose export to spreadsheet.
• This will put all the records to be archived into a spreadsheet which you can save in your archive library, in this case located at http://servername/IT/Help/Help%20Desk%20Ticket%20Archive/Forms/AllItems.aspx I started the naming convention as “Quarter Name Year” ie: “Last Quarter 2008”
• Now that you have these records safely stored, you can go ahead and purge them from the active help desk. The easiest way to do this is to go back to your list showing in Export Archive view, and choose “Edit in Data sheet” from the actions menu.
• Once you have your records in the data sheet view you highlight all of the rows, right click and choose “Delete Rows”
• Now you are done and your screen should look like this:
• If for some reason you made a mistake, remember that you have two levels of recycle bin for list items for 30 days from which to recover.
• Go to View all site content” in the IT Help desk site with the “Export to Archive” view. There should be no records showing in your view.
• Select Modify this view from the view drop down menu.
• Go to the bottom of the definition and change the date to reflect the end of the quarter you are archiving. (The next date should be 03/31/09) and click OK. This will now show you all of the closed records that have not been modified since your date. These can be archived.
• Now you should see several hundred records. From the actions menu, choose export to spreadsheet.
• This will put all the records to be archived into a spreadsheet which you can save in your archive library, in this case located at http://servername/IT/Help/Help%20Desk%20Ticket%20Archive/Forms/AllItems.aspx I started the naming convention as “Quarter Name Year” ie: “Last Quarter 2008”
• Now that you have these records safely stored, you can go ahead and purge them from the active help desk. The easiest way to do this is to go back to your list showing in Export Archive view, and choose “Edit in Data sheet” from the actions menu.
• Once you have your records in the data sheet view you highlight all of the rows, right click and choose “Delete Rows”
• Now you are done and your screen should look like this:
• If for some reason you made a mistake, remember that you have two levels of recycle bin for list items for 30 days from which to recover.
Labels: SharePoint Archiving List Limits
posted by Libarra @ 6:14 AM
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