RecordManager User Guide

Workforce Record Manager
User Guide
A users guide for Workforce Record Manager and

Workforce Record Manager - Setup Data Manager.
Kronos Workforce Central Suite
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Document Revision History

Document Revision
Product Version
Release Date
6.3
December 2011
Contents
Chapter 1: Overview
Types of data ................................................................................................. 6
Archiving data ............................................................................................... 7
Record Retention Policies ....................................................................... 7
Copy, Purge, and Archive ....................................................................... 8
Accessing archived data .......................................................................... 8
Copying setup data ...................................................................................... 10
Using Setup Data Manager ................................................................... 10
Chapter 2: Archiving Data
Understanding the archive processes ........................................................... 12
Copy All Data ....................................................................................... 13
Retroactive copy ................................................................................... 14
Purge ..................................................................................................... 14
Archive .................................................................................................. 16
Accessing archiving components ................................................................ 17
User accounts ........................................................................................ 17
Access control points ............................................................................ 19
Determining your archiving strategy ........................................................... 20
How much data to archive .................................................................... 20
Approaches to archiving ....................................................................... 21
Maintaining accurate accruals and holiday credits ............................... 24
Archiving best practices, maintenance, and troubleshooting ...................... 28
Best practices ........................................................................................ 28
Maintenance .......................................................................................... 35
Turn off background processes on the archive system ......................... 38
Troubleshooting .................................................................................... 39
Chapter 3: Accessing Archived Data

Granting access to archived data ..................................................................46
Locating and accessing archived data ..........................................................48
Viewing data during an archiving process ............................................49
Switching databases ...............................................................................49
Combining databases .............................................................................50
Chapter 4: Using Setup Data Manager
Using Setup Data Manager ..........................................................................52
How it works ................................................................................................53
Setup Data Manager user interface ..............................................................54
Transferring setup data .................................................................................55
Last Run Log report ...............................................................................63
Appendix A: Rules and GuidelinesQuick Reference
General guidelines ........................................................................................66
Rules for archiving data ...............................................................................68
Appendix B: Supported data
Archive processes ........................................................................................72
Setup Data Manager .....................................................................................74
Appendix C: Customizing the appearance of archived data
Appendix D: Record Types and Tables
Glossary
Chapter 1
Overview
The archiving product enables authorized users to copy data from one suite
product database (the source) to another (the target). Use the archive functions of
the archiving product to archive user data. Use the Setup Data Manager to copy
setup data from one database to another.
This chapter provides an overview of the archiving product:
Types of data on page 6
Archiving data on page 7
Copying setup data on page 10
Chapter 1
Overview
Types of data
The archiving product treats data differently according to type. The following
types of data are stored in a system database:
Setup dataData that is supplied during installation or entered by users in

Setup to configure the suite product, such as access profiles, work rules, pay
codes, and labor level entries.
Setup data is also referred to as non-historical data.
Setup data (Incremental)Same as Setup data, however, with incremental

data, the database keeps track of data that is New or Changed.
Setup data (Incremental) is also referred to as non-historical incremental data.
People dataAll the information that makes up a People record, such as

primary account, badge number, employee status, and assigned profiles.
People data is also referred to as non-historical data.
Transaction dataData resulting from an actual or scheduled user event or a

totalization. User events include entering punches, performing an account
transfer, or approving a timecard. An employees scheduled hours are also
considered transaction data.
Transaction data is also referred to as historical data.
The archiving product can copy some or all of these types of data from a source to
a target database, depending on the type of process you use.
Archiving data
Archiving data
When you archive data, you copy data within a range of dates from one system
database to another. The copied data is then removed from the database that it was
copied from.
Archiving data:
Minimizes the amount of disk space required for your production database.
Reduces the time and resources required for database maintenance.
Optimizes the performance of the production system.
The archived data remains accessible to authorized users in much the same way as
data on the production database, except that archived data is read only.
Important: Workforce Record Manager is not designed or supported to provide
full backups or copies of databases. Archival operations normally include only the
appropriate subset of the full database contents. You should use your database
utilities to create full copies and backups of databases. If you want to move
system setup data, use the Setup Data Manager.
Record Retention Policies

You can manage data by using a Record Retention Policy. Record Retention
Policies define how long to keep certain types of records in the database. The
policy assigned to a record type determines how long the records are retained:
Forever Records are never removed (the default).
Limited Records are subject to deletion from the database after a certain
number of days and are not archived. Delete using Run Limited Policy Now.
Archive (requires a license) Records are copied to the target database when
you perform a Copy. Records are deleted when you perform a Purge.
In Workforce Central > Record Retention > Retention Policies, if you do not
select the way you want your Record Types to be handled, the data will not be
handled the way you intended.
Workforce Record Manager Users Guide
Chapter 1
Overview
You may also choose not to Archive or Purge your records so that some items
remain in production indefinitely.
For more information about Record Retention Policies, refer to the suites online
Help.
Copy, Purge, and Archive

The main archiving processes are:
Process
Description
Copy
Copies a specified amount of data, based on a date range, from a source

database to a target database.
Purge
Permanently removes a specified amount of transaction data, based on a

date range, from a source database.
Archive
Copies all data from a source database to a target database and then
removes that same data from the source database.
Archive is a single process that includes a Copy followed directly by a
Purge.
You can view the progress of these processes using the archiving Monitor. The
Monitor shows the status and the table-by-table progress of the current process, as
well as any error messages. When the process completes, the results are posted in
Results.
Accessing archived data

The Locator Editor and the Record Locator identify and access data that has been
archived:
Record LocatorLets users access databases that contain archived data.
Locator EditorMaintains the Record Locator; information stored in the

Locator Editor populates the Record Locator.
Any time you successfully copy (using Copy All or Archive) information to an
archive database, the name of the database and the range of dates that have been
Archiving data
copied are automatically added to the Locator Editor on the production database.
In the Locator Editor, you add the URL for the system server that points to that
database. Once you save the entry, it becomes available in the Record Locator.
Later, use the Record Locator to access the archived data.
Chapter 1
Overview
Copying setup data

The Setup Data Manager lets you copy setup data from one database to another.
Setup data is data that you enter as part of the configuration of the suite. For
example, setup data includes pay rules, labor levels, and manager summaries. You
can copy all setup data or select specific setup data (referred to as policies). For a
complete list of setup data supported by Setup Data Manager, see Setup Data
Manager on page 74.
Use Setup Data Manager to:
Save the time of manually re-entering setup data on multiple databases.
Eliminate the potential for a user to make a mistake when re-entering setup
data.
Allow you to update a number of setup data policies all at once.
Note: You cannot use Setup Data Manager to copy all setup data. For information
about copying data that is not supported, refer to Transferring setup data on
page 55.
Using Setup Data Manager

Setup Data Manager is a separately installed component of the archiving product.
Setup Data Manager uses the system programming interfaces (APIs) to copy setup
data from one database to another. For example, use Setup Data Manager to copy
setup data that has been created and tested on a test or development database, to a
production database.
To copy setup data, select the system servers that point to a source and a target
database, and then choose the setup data items. Each item represents a different
piece of setup data. The items are uniquely identified by name. If an item is copied
to a target database that already contains an item of the same name, the existing
item is updated. If an item of the same name does not exist on the target database,
the item is added. Items that exist on the target database, but not in the source, are
not affected by Setup Data Manager (that is, they are not deleted from the target
database).
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Chapter 2
Archiving Data
This chapter describes how to archive data using the archiving product:
Understanding the archive processes on page 12
Accessing archiving components on page 17
Determining your archiving strategy on page 20
Archiving best practices, maintenance, and troubleshooting on page 28
Chapter 2
Archiving Data
Understanding the archive processes

Copy All Data, Purge, and Archive are the processes used for archiving data. The
following table shows how these different processes affect the different types of
archiving data.
Data Type
Copy All Data
Setup data and

Data overwrites
People data
same data in the
(non-historical data) target database.
Purge
Archive
Data is not deleted

from the source
database.
Data overwrites
same data in the
target database and is
not deleted from the
source database.
Transaction data
(historical data)
Data is added to data Data is deleted from Data is added to data

already in the target the source database. in the target database
database.
and is deleted from
the source database.
Setup data
(incremental)
Data overwrites
same data in the
target database, if it
changed.
Data is deleted from Data overwrites

the source for
same data in the
specific tables.
target database, if it
changed. Data is
deleted from the
source for specific
tables.
Note: Another type of data is managed by the archiving products Record

Retention Policies. This data can become disposable after a certain amount of
time. You can edit your retention policy to retain the data forever, to keep it for a
limited length of time, or to archive it along with the rest of the archiving product
data whenever you run an Archive process. For more information about Record
Retention Policies, refer to the suites online Help.
Copy All Data overwrites, or replaces, non-historical data and adds to historical
data on the target database. The only exception to this rule is that People who are
deleted from a source database after they have been copied to a target database
12
will not be removed from the target database the next time a copy is run. This
preserves the integrity of the archived data for that employee.
Note: The date range that you Copy, Purge, or Archive must be payroll locked.
A description of each process follows. For information on when to use Copy All
Data and Purge versus an Archive, refer to Determining your archiving strategy
on page 20.
Copy All Data

The Copy All Data process duplicates a set of data onto a target database. The set
of data is all the data on the source database within the date range that you
provide.
In the following example, you have three years worth of data on the production
database and you copy the third year to an empty, non-production database. When
the Copy process is completed, the third year of data resides on both the
production and non-production databases.
Caution: Do not delete an employee while a Copy job is in process. This includes
all the time between the start and end of the process, including the time that the
process is paused.
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Chapter 2
Archiving Data
Retroactive copy
Retroactive Copy copies data that the archiving product has not previously
copied. For example, retroactive copy copies Scheduler data that was not
supported by the archiving product in previous releases, but is now supported.
Run a retroactive copy only once for a set of source and target databases and it
will copy data not previously supported to the target database. Once the data has
been copied, it does not need to be copied again. If you attempt to run another
retroactive copy for the same source and target databases, you will receive an
error message indicating that no retroactive copy is required between the source
and target databases, and the retroactive copy will not be run.
Purge
After you copy data, you can purge the original data from the source database,
either entirely or partially. For example, if you want some of the data to remain on
the source database, you do not have to purge the entire range of data that was
copied. Purge permanently removes employee transaction data, but leaves setup
data and people data intact.
Note: Unless you have access to Purge Override, you can only purge previously
copied data.
In the following example, data for year number three has been copied from the
production database to a non-production database. Using Purge, the data for year
three is removed from the production database.
14
Purge with Purge Override Access Control

Caution: It is strongly recommended that you back up your source database
before performing this procedure. Using Purge with the Purge Override access
control allows you to permanently erase data before it has been copied.
If you have data that you no longer need, and you want to remove it permanently
from the database without copying it, you can do so using Purge, if you have
Purge Override access. The only user account with default access to Purge
Override is SuperUser.
With this override, the purge process removes data even if it has not been copied.
For example, you have eight years worth of data and are legally required to keep
only seven years worth of data. Therefore, you might choose to purge the oldest
year without saving a copy.
Purge All
Note: If Schedule Inheritance is enabled before a Purge All operation, employees
who are members of the inheriting schedule groups should inherit their schedules
from the Schedule Group. However, after a Purge All operation, running Shift
Builder does not build out the appropriate schedules for employees based on the
current configuration. To correct this situation, add the employees back into the
same scheduling group and their schedules will be build out properly.
Users with Purge Override access can also choose to Purge All, which deletes all
transaction data from a database. Data does not need to be payroll locked to be
purged using Purge All. Therefore, to prevent errors, it is important that you do
the following before using Purge All:
Stop the timekeeping products Background Processor.
Disable Event Manager:
Disable all events, including Shift Builder, using the Event Manager.
Choose Setup > Common Setup > Event Manager.
Disable the Event Manager. Choose Setup > System Configuration >
System Settings; then click the Event Manager tab. Set the
site.eventmanager.enabled property to false.
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Chapter 2
Archiving Data
Restart the system server.

Also, make sure that no system events that started before you disabled
Event Manager are still running.
Disconnect all system users.
Stop the Device Manager, if applicable.
Archive
The Archive process is a single process that performs a Copy and then a Purge on
the same range of dates. The information that is copied from the source to the
target database is purged from the source database immediately after the copy. the
start date for the archive process defaults to the date of the first timesheet entry or
accrual transaction in the source database, whichever is earlier. It also looks at the
employees schedules and POS data, such as schedule or punch data. This date
cannot be changed. The end date can be set to any date contained on the source
database that is after the start date.
Because the start date for the archive process is the earliest date found on the
source database, the archiving product attempts to copy again any information
that has previously been copied, but not yet purged. However, the same
information cannot be copied to the same target database twice. Therefore, if you
run the Copy process without performing a Purge and then attempt to run an
Archive process using the same target database, you will receive an error and the
process will not run.
If you want to run an Archive process after having performed a Copy, you need to
either purge the previously copied data from the source database or choose an
empty non-production database as the target database for the Archive process.
Note: The same information can be copied to the same target database twice if the
target database has been purged of the previously copied data using the archiving
product.
Caution: Do not delete an employee while an Archive job is in process. This
includes all the time between the start and end of the process, including the time
that the process is paused.
16
Accessing archiving components

Access to the archiving product is controlled by access control point settings that
are saved as part of a function access profile in Setup. Function access profiles
with particular settings are then assigned to individual users, depending on their
job.
User accounts
The SuperUser user account is the highest-priority user account that the system
administrator uses. The functionality available to the SuperUser user account is
determined by the Super Access function access profile, which gives the
SuperUser access to every function. A limited number of users should know of
and use this account.
The ArchiveIS and ArchivePayroll user accounts are delivered as part of the data
with every database build. They are the most useful accounts for accessing the
archiving product. These accounts have default passwords and, with the exception
of the password, none of the information that makes up these accounts can be
changed.
The functionality available to the ArchiveIS and ArchivePayroll user accounts is
determined by the two function access profiles created for the archiving product.
The ArchiveIS account is assigned the ArchiveIS function access profile, and the
ArchivePayroll account is assigned the ArchivePayroll function access profile.
In general, the ArchiveIS profile grants access to more functionality in both the
System Configuration and the archiving product components than the
ArchivePayroll profile. The following tables show the functionality allowed with
the archiving product.
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Chapter 2
Archiving Data
User accounts and access control point settings

User account profile settings
Access Control Point
SuperUser
ArchiveIS
ArchivePayroll
Archiving product access
Allowed
Allowed
None
Purge Override
Allowed
None
None
Cancel
Allowed
Allowed
None
Record Locator
Allowed
Allowed
Allowed
Locator Editor
Allowed
Allowed
None
Delete Database
Allowed
Disallowed
None
Archiving Product
18
Access control points

You may determine that the default function access profiles grant more access
than some of your users need. For that reason, you might want to customize the
archiving product-specific access control point settings yourself. To do so, you
will have to edit one of your existing function access profiles or create a new one
because the ArchiveIS and ArchivePayroll function access profiles cannot be
edited.
The following table details the archiving product access control points.
Access Control Point Description
Archiving product access Controls top-level access to the archiving product
functionality, including the Copy, Purge, and Archive
processes, the Pause and Resume process controls, and the
archiving Results and Schedule components.
This access control point controls access to all of the other
archiving products access control points.
Purge Override
Allows the user to execute a Purge process on data that has not
been copied or payroll locked.
Cancel
Allows the user to cancel an in-process or paused archiving

process (that is, a Copy, Purge, or Archive).
Record Locator
Allows a user access to the Record Locator screen, which

provides the user direct access to databases that contain
archived data.
Locator Editor
Allows a user to configure information that allows users to

access, through the Record Locator, databases that contain
archived data.
Delete Database
Allows the user to delete databases that are no longer in use.
Note: These settings do not control access to archive databases or Setup Data
Manager. You grant accounts access to archive databases using the People Editor.
For more information, refer to Granting access to archived data on page 46.
Access to Retention options is described in the suite user guide.
19
Chapter 2
Archiving Data
Determining your archiving strategy

Your archiving strategy is determined by your requirements for data retention,
your needs for data access, and your available resources. Your archive strategy
dictates how much data you archive and the approach you use for archiving. This
section discusses these two topics in relation to your requirements, needs, and
resources.
How much data to archive

One of the most important considerations when you choose an archive strategy
and determine the resources that it requires, is the amount of data to keep on your
production database versus your archive database(s). Several factors affect this
decision:
Legal requirements/company policyAddress any legal or labor union

rules for data retention, as well as company policy. For example, a law may
require you to retain at least 7 years of data.
Frequency of accessKeep your most frequently accessed data in the

production database. How often to payroll and department managers need to
access older data? If your archive databases are difficult to access, for
example, they are not connected to system servers, you will want to be
especially careful about archiving frequently accessed data.
Note: Data within the last three pay periods is accessed quite often. Data
within the last 12 months is the second most frequently accessed set of data,
while data older than two years tends to be accessed infrequently.
20
Accuracy of accruals informationKeep enough data in both the

production and non-production databases to ensure that accurate accruals
information exists for all dates. For more information, refer to Maintaining
accurate accruals and holiday credits on page 24.
Reporting needsKeep the data that you most frequently use for a single
report on a single database; for example, a calendar year.
Note: The single database may or may not be your production database. For
example, you might choose to generate from a non-production database all of
the reports that you run against past pay periods.
Approaches to archiving
Your approach to archiving depends on how much data you are archiving and your
available resources. For example, if you have a server available to act as a nonproduction system server for running the archiving processes, it will reduce the
load on your production environment. Another factor is the amount of time and
expertise your IS department has to run archiving processes.
The three common approaches to archiving are described in this section. One of
these approaches, or some variation, is a good starting point for using the
archiving product. As you become more familiar with the software and more
aware of how it can benefit your organization, you may choose to alter your
strategy.
Copy and Purge Infrequently
For example, you keep the three most recent years worth of data on your
production database and archive previous years. On an infrequent basis
(yearly), you copy data that is more than three years old to a non-production
database and then purge the production database. This strategy produces the
following:
Advantages
Balances the demands on your time and resources by keeping frequency

low and a reduced amount of data in the production database.
Recent data is available online for easy access.
21
Chapter 2
Archiving Data
Disadvantages
Possible increases in time and effort to generate reports because some

data is on the production database and some is on a non-production
database.
Accruals can be affected if you archive incorrect dates.
The larger the block of time that you Copy or Purge, the longer the
process takes to complete.
Copy Frequently and Purge Infrequently

For example, you copy data to a non-production database at the end of each
pay period, but you do not purge it at that time. You purge the production
database annually. This strategy produces the following:
Advantages
Up-to-date data on the non-production database, which enables reports for

multiple years from a single database.
Reduced amount of data on the production database.
All data is online for easy access.
Overlapping dates on source and target database allow for accurate totals
on both.
Small time period takes a short time to copy.
Disadvantages
22
More disk space is required to keep duplicate data in two databases.
Resources are required to perform and monitor frequent copying.
The Purge at the end of the year may take a long time.
Use Archive to Copy and Purge Data in One Step

The one-step Archive process is described in earlier in this guide. This
strategy produces the following:
Advantages
The ability to schedule a single process to copy and purge data.
Uses less disk space because there is no overlapping data on the source
and target databases.
Disadvantages
Does not allow for data overlap between the source and target databases,
which is required for accurate totals if you are using accruals.
Possible increases in time and effort to generate reports because some

data is on the production database and some is on a non-production
database.
When to Use Copy and Purge instead of Archive

The Archive process performs a Copy and a Purge consecutively in one two-step
process. However, you may want to use a Copy and a Purge separately, for the
following reasons:
To reduce the frequency of long-running processesOn Oracle databases,

purging data takes more time than copying data. So, you might choose to copy
frequently and purge less frequently. Or, you might choose to copy a large
amount of data and then purge data in smaller blocks.
To meet your needs for single reportsYou may want to copy data to a
target database for the purpose of running a single report against a range of
dates that does not exist on your production database. You may not want to
purge all the data that you copy.
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To guarantee that accurate accrual balances exist for all users and for all
datesIn order for accrual balances to be accurate for all dates, you must
overlap data on the source and target database as described in Maintaining
accurate accruals and holiday credits on page 24. Overlapping data calls for
purging less data than you copy.
To prepare your source or target database for an Archive processIf you

have performed a Copy without purging, the Archive process will not work
with the same target database used for the Copy until you remove the
previously copied data from the source or the target database, using the Purge
process. For more information about this, see Archive on page 16.
Review Record Retention Policies

Review your Record Retention Policies in Workforce Central in Record
Retention > Retention Policies to review your settings and determine whether
they are set appropriately to Archive, Purge, or maintain your records.
Maintaining accurate accruals and holiday credits

Qualifiers
If you use holiday credits or calculated accruals with qualifiers, you need to
ensure that you keep enough data on the production database to check for
eligibility and grant accruals and holiday credits where appropriate.
For example, if you require an employee to have worked a certain number of
hours in the last 90 days in order to earn a holiday, you need at least 90 days worth
of payroll data on your production system in order to verify that the employee has
worked that number of hours.
Assume that Jack Smith was hired on April 4, 2005 and the next holiday for which
he is eligible to receive a holiday credit is July 4, 2005. If you purged data from
April 1 to July 1, 2005, the system determines that Jack is not eligible to receive
the holiday credit for July 4 because the data showing his hours over the last 90
days no longer exists.
24
Refer to your holiday credit and accruals rules and keep an amount of historical
data on your production database equal to the length of your longest qualifier.
This will ensure that all employees are properly qualified when necessary.
Note: If you attempt to purge data from a database that contains accruals
information, a message box appears indicating that purging too much data may
adversely affect accruals calculations.
Accrual Balances
Accrual balances are saved in the accruals table at the end of a signed-off pay
period or after an import, depending on whether you use calculated or imported
accruals. With calculated accruals, this balance is the basis for calculating ongoing
accruals. For imported accruals, this balance is the balance that appears in the user
interface until the next import.
Any dates that exist in a database before the first pay period sign-off or accruals
import will show incorrect accruals information, because there is no defined
starting point from which to base the incremented balances. This can happen on a
production database after you purge data, given the likely scenario that you will
not purge up to the exact date of a sign-off or import.
To ensure that accurate accruals information exists for all past dates on at least one
databaseeither your production database or the non-production database to
which you copy datait is strongly recommended that you overlap the dates
contained on the databases by the length of your longest pay period or accruals
import interval. This guarantees that any dates that include inaccurate accruals
information on the production database are accurate on the non-production
database.
For example, assume that your company uses calculated accruals and you want to
archive data from January 1, 2005 to May 1, 2005. If your longest pay period is
two weeks, your overlap strategy is:
Copy data from January 1 to May 15, 2005. You have added the length of your
pay period to your planned range of dates.
Purge data from January 1 to April 15, 2005. You have subtracted the length
of your pay period from your planned range of dates.
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Note: To overlap data on your source and your target database, you need to use
the separate Copy and Purge processes rather than the one-step Archive process,
because you need to specify a different range of dates for Copy than for Purge.
If your employees use more than one pay period, use the longest one to determine
your overlap strategy.
Overlap strategy if you use calculated accruals
When copying, copy a range of dates that is longer than the data that you want
to copy by the equivalent of your longest pay period.
When purging, purge a range of dates that is shorter than the data that you
copied by the equivalent of your longest pay period.
Overlap strategy if you use imported accruals
When copying, copy a range of dates that is longer than the data that you want
to copy by the equivalent of your longest import interval.
When purging, purge a range of dates that is shorter than the data that you
copied by the equivalent of your longest import interval.
Where to look for accurate accruals information

When you use the overlap strategy:
Accruals information is guaranteed to be accurate on the non-production

database for all dates that have been copied to that database, assuming those
dates are after a pay period sign-off or accruals import date contained on the
non-production database.
For dates that have not been copied, the accruals information is guaranteed to
be accurate on the production database, assuming that you have enough
history on the database to satisfy the qualifiers for the accruals.
To find out what dates have been copied to or from a database, look in the Record
Locator or Locator Editor.
26
Note: Due to the nature of Projected Accrual Balances, they do not calculate
accurately on a non-production database containing archived data regardless of
your archiving strategy.
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Archiving best practices, maintenance, and

troubleshooting
This section contains best practices, maintenance advice, and troubleshooting
information for archiving data. Follow the instructions in this section to create the
most productive archiving environment.
For a complete collection of rules and guidelines that will help you avoid
problems, refer to Appendix A, Rules and GuidelinesQuick Reference, on
page 65.
Best practices
Best practices are ways of using the archiving product to achieve the best results.
Follow the instructions in this section to maximize the performance of the product
and to minimize the time spent troubleshooting problems.
Prepare your databases
You can optimize the performance of the archiving product by preparing your
databases before you start a Copy, Purge, or Archive process. To prepare your
databases:
28
Run the Reconcile utility on the source and target databases (or, only on the
source database for a Purge): Fix any errors that are reported during the
reconcile before you run an archiving process. Missing database objects can
affect the integrity of the data that is being copied or purged.
Update statistics on the source and target databases.
Archiving best practices, maintenance, and troubleshooting
Back Up Your Databases

Use the following guidelines to determine what database(s) to back up and
when:
Before a Copy, back up your target database.
Before a Purge, back up your source databases.
Before an Archive, back up your source and your target database.
After a Copy, back up your source, your target, and your production
database.
After a Purge, back up your source and your production database.
After an Archive, back up your source, your target, and your production
database.
Manage your resources

The archiving product requires processor power and memory to copy and purge
data between databasespower and memory that are valuable resources in your
production environment. In order to minimize the amount of resources borrowed
from the production environment during an archiving process, you can schedule
processes for off-peak hours and/or run processes on a non-production server.
To estimate the time required for different archiving processes and the impact of
different settings and resources on that time, set up an archiving product test
environment.
Schedule processes for off-peak hours
Off-peak hours are the hours when activity on your production database is at its
lowest. Schedule archiving processes to run during these hours to maintain the
performance of your production environment while making use of the untaxed
resources during the less active hours.
To set up processes to run during off-peak hours only, schedule Pause and Resume
controls around your peak usage hours, such as the hours when payroll is
processed. This will prevent a process from running during those peak usage
hours and force it to run during off-peak hours.
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For example, if you never want an archiving process to run between the hours of
9:00 A.M. and 12:00 P.M., you can schedule a Pause at 9 and a Resume at 12 that
will temporarily stop and then restart the process.
Schedule pauses and resumes around all peak-usage periods. If a process has
completed or is not running, any scheduled Pause or Resume is ignored.
Note: A pause scheduled at 9:00 A.M. and a resume scheduled at 12:00 P.M. does
not prevent a process from starting between the hours of 9 A.M. and 12 P.M. The
only way to do that is to make sure that you never schedule a process to start or
manually start a process between those hours.
With pauses and resumes scheduled around all peak usage hours, an archiving
process might take longer to run, but it will never borrow resources from more
critical processing jobs.
Note: If you use Oracle databases and are able to run Purges while the system is in
offline mode, you can improve the performance of each Purge by increasing the
values of the sort_area_size and sort_area_retained_size parameters in the
init.ora configuration file. The exact value for each parameter depends on the
amount of memory that is available on the server. Before starting the Purge, shut
down and restart the Oracle instance, to make these changes take effect. Both
parameters should be set back to the original values after the Purge is complete
and before you bring the system back on line.
Use a test environment
The time required to complete an archiving process depends on the specific
characteristics of your database, such as, the number of employees, the amount of
history, and the amount of activity on the database. For that reason, it is difficult to
estimate how long a process will take or to specify minimum resources for
running a process in your environment. Creating a test environment for the
archiving product is the best way to estimate the time and resources necessary to
run a Copy, Purge, or Archive process.
The archiving product test environment should reflect your production
environment as accurately as possible. The most important variables in
determining a time estimate for a process are: processor speed, number of
processors, memory, and overall workload for the servers. You may want to test
30
with different hardware configurations and validation settings to determine which

use your resources most efficiently.
Your test environment is also a good place to test different archiving strategies and
scheduling methods (including Schedule processes for off-peak hours).
Drop indexes
You can speed the performance of an Archive or Copy job by choosing to drop
table indexes from the target database before copying data. By default, the indexes
that get dropped are those indexes belonging to the largest tables in the database.
Once the indexes are dropped, not only does the speed of the copy increase, but
the time spent rebuilding the indexes after each table is copied is eliminated (you
can configure the archiving product to rebuild the indexes after all the tables have
been copied).
If you are going to drop indexes from the target database, it is recommended that
you set the archiving product to rebuild the indexes after the copy. Because the
indexes are rebuilt after the copy, the target database is the only database affected
by the processing. The archiving product is not required to keep a connection
open to the production database during this time, as it would if the indexes were
being maintained during the copy. This reduces the overall load on the production
database.
To drop indexes from the target database before copying data:
1. Choose Setup > System Configuration > System Settings and click the
Record Retention - Options & Tuning tab.
2. Set the value of WrmSetting.Option.DropTargetIndexes to
true.
3. Set the value of WrmSetting.Option.RebuildTargetIndexes to
true so that these indexes are rebuilt after the copy.
To edit the list of indexes that are dropped and rebuilt using the above options:
1. Choose Setup > System Configuration > System Settings and click the
Record Retention - Options & Tuning tab.
2. Add or remove table index names from the list of indexes in the
WrmSetting.Option.IndexList setting.
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Note: By default, this list includes table indexes that result in the greatest gain
in performance when dropped from the target database. Your specific suite
application may result in other tables growing to such a size where dropping
them is advisable.
Use notifications and the system log

The archiving product provides information about processes in two ways: through
the use of automatic e-mail notifications and through the system log files. The email notifications keep you informed about the status of archiving processes, and
the log provides you with valuable information for troubleshooting.
Use e-mail notifications
You can configure the archiving product to send out e-mail notifications at the
start and/or end of a process, similar to other system notifications.
If you do not have Workflow Notifications configured on the system server from
which you run the archiving product, but you would like to use the e-mail
notifications, perform the following steps:
Note: If you have Workflow Notifications configured on the server from which
you run the archiving product, you do not need to change any configuration
information before you use the notifications.
1. On the server where you run archiving processes, choose Setup > System
Configuration > System Settings and click the E-mail tab.
2. Set the site.email.smtp_url property to the URL of your e-mail server.
3. Set the site.email.sender property to an appropriately formatted e-mail
address for your site.
4. Click Save.
Now, when you set up an archiving process, select the appropriate check boxes for
sending the notifications and type the addresses to which you want the
notifications sent.
32
The START notification is sent when a process starts for the first time and
when it resumes after being paused.
The END notification is sent when a process completes or when it is paused.
Use the system log

The information contained in the system logs provides the best opportunity for
diagnosing problems that might occur during archiving processes. For example, if
an archiving process pauses automatically due to an error, the log is the best place
to find information about the error.
Archiving log information for a process is saved to log files on the server from
which the process is run. The log files are stored in instance name\logs
within the systems installation directory.
It is recommended that you make the following adjustments to the log settings to
ensure that the appropriate archiving information is included:
1. Change the Log Level.
The archiving product writes most entries to the log in INFO mode.
Therefore, to ensure that your log files contain enough information for
diagnosing any potential problems, you must change the archiving log level
from ERROR to INFO before running any archiving processes.
a. Choose Setup > System Configuration > System Settings and click the
Log File tab on the server that will run the archiving process.
b. Set the site.log.loglevel property to INFO.
c. Click Save.
d. Restart the system server to make the change take effect, before you run
an archiving process.
With a log level setting of INFO, more information about all processes is
written to the log than is necessary for normal operation. Therefore, you
might want to switch this setting before and after an archiving process.
Note: If you are using a non-production server to run archiving processes (as
recommended), you can leave the log level set to INFO, since the server is
writing very little of anything other than archiving information to the log.
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Using a non-production server that is always set to INFO mode is the only
way to guarantee that a scheduled archiving process always writes sufficient
information to the log files.
2. Adjust the Log File Settings.
Partially due to the fact that it writes entries in INFO mode, the archiving
product generates many log entries when it runs a processenough to fill up
several log files very quickly. Therefore, you should increase the maximum
allowable size for each log file, the number of log files allowed, or both.
Doing this helps ensure that your logs will contain enough historical
information to diagnose any problem that might affect an archiving process.
Note: It is recommended that you copy and save your logs to a different
location after each archiving process so that they can be retrieved later, if
necessary.
34
To change the default log file settings:

a. Choose Setup > System Configuration > System Settings and click the
Log File tab on the server that will run the archiving process.
b. Set the site.log.file.rollover.maxsize property as desired.
c. This property controls the maximum size of each log file. It should be set
to at least 500KB.
d. Set the site.log.file.rollover.maxlogs property as desired.
This property controls the number of new log files that will be created
before the earliest log files are overwritten.
Before running an archiving process, set this to a number large enough to
guarantee that your logs will not be overwritten during the process; for
example, 100. Then, when the process is finished, you can change it back.
e. Click Save.
f.
Restart the system server, to make the changes take effect, before you run
an archiving process.
Note: You might want to save some of the log files to a different location after
an archiving process completes. In this way, you can keep track of the large
amount of log information that is created.
Maintenance
This section contains tips and reminders that serve to keep archiving processes
performing at a high level and suite users productive once you start using the
archiving product.
Database maintenance
Along with your production database, non-production databases containing
archived data need to be maintained in order to ensure the best possible
performance of the archiving product. This section describes the kind of
maintenance to perform after running an archiving process.
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Source and Target Database Maintenance

Archiving processes add and remove large amounts of data from the source and
target databases. Keeping up-to-date database statistics for the RDBMS optimizer
enhances the performance of these processes.
After running an archiving process, perform the following on the source and target
databases, according to the instructions in the Database Administrators Guide for
the suite:
For SQL Server databases: Run update statistics from within the Query
Analyzer tool.
For Oracle databases: Run update statistics from within SQL*Plus or some
other Oracle interface.
It is recommended that you run a Reconcile on the source and target databases
after each copy. Use Database Manager to run a Reconcile.
Note: When you run a Reconcile on a non-production database to which data has
been copied, the output in the log might show that there are missing foreign keys
within the database. This is most often because rows that contain references to
each other are not copied together, because of the date associated with one or both
of the rows. Missing foreign keys of this nature do not affect the accuracy of data
contained on the database and are included in the system log as INFO level entries
that contain the text Could not create FK on database.
If the system log contains WARNING or ERROR level entries that contain the text
Error while trying to create FK on database then a more serious omission exists,
perhaps due to errors on the source database. Contact a service representative for
assistance.
Target Database Maintenance
The target database of a Copy or Archive process should be cleaned up after the
process is complete. This means performing regular database maintenance such as
backing up the database, defragmenting the database, and running the automated
database utilities supplied with the system installation (SQL Server only). For
more information about database maintenance, refer to the Database
Administrators Guide for the suite.
36
Source Database Maintenance

After an Archive or Purge process, where data is deleted from the source database,
you may want to run a database shrink, to reclaim the disk space from the purged
data. Defragmenting the database after data is deleted helps to improve the
performance of the database.
It is recommended that you back up your production database after each archiving
process, so that audit trail information is protected.
Updating the Locator Editor
The Locator Editor and the Record Locator components of the archiving product
work together to make it possible for users to quickly identify and access data that
has been archived. The Record Locator is the user interface for accessing
databases that contain archived data, while the Locator Editor is the tool used to
maintain the Record Locator (information stored in the Locator Editor is used to
populate the Record Locator). Administering the archiving product involves
keeping the Locator Editor up-to-date.
Any time you successfully copy information to a non-production database, the
name of the database and the range of dates it contains are automatically added to
the Locator Editor workspace on the production database. You need to add the
URL for the system server that points to that database and save the Locator Editor
entry in order to populate the Record Locator. When you specify a URL, specify
the entire URL, including the double forward slash (//); otherwise, the URL you
enter in the Locator Editor (for use in the Record Locator) is interpreted as a
relative URL from the system server.
Note: You cannot access a system database unless there is a system server
pointing to it.
If you ever permanently change the server that points to a particular database, you
need to update the URL entry for that database in the Locator Editor or the link in
the Record Locator will not work.
The Locator Editor also provides a text box where you can enter a description of
the database. This additional information appears in the Record Locator, along
with the server URL and the range of dates for the database, and may help users
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find the archived information they are looking for more quickly. As a database
grows or changes in any way, you can edit this description.
Note: If you do not have a server pointing to a database listed in the Locator
Editor, you could indicate this to the user in the text of the description, perhaps by
instructing them to reconfigure another server to access the database.
Some text is required in the URL text box in the Locator Editor, however, in order
for the entry to appear in the Record Locator. Enter placeholder text if a URL does
not exist, but you still want the entry to appear.
Turn off background processes on the archive system

Record Manager does not turn off all processes. When using an archive database
to retrieve historical information, some processes should be manually turned off.
The recommended background processes to turn off are:
All Workforce Timekeeper users connected to the database
Process Manager Engine
Process Manager Cluster Manager
Background Processor
Audit Settings in System Settings
All scheduled events in Event Manager including shift builder.

Note: If you are running Record Manager on a non-production (target) server,
turn off individual events, rather than Event Manager itself, otherwise no
Record Manager jobs can be scheduled on the target server.
Workforce Device Manager
Note: This list is not complete and is subject to change as new features and new
background processes are added to the Workforce Central suite.
38
Storing data offline

Depending on your resources, you might decide to keep part of your archived data
offline. Storing data offline is not an archiving function, and you cannot copy data
directly to offline media using the archiving product. However, the archiving
product allows you to copy data, in a selected range of dates, from one database to
another, where it can be backed up to a smaller file.
The archiving product allows you to combine smaller, segmented databases into
one database, if it becomes necessary for example, if you need to run a report
that spans dates contained in two or more smaller databases. For information
about combining databases, refer to Adding non-production databases on page
39
Note: If you upgrade your system servers after you back up a database, and then
you restore the database, you need to upgrade the database to the same version as
the server in order to access the data that the database contains.
Adding non-production databases

You can add new non-production databases at any time; for example, if you want
to copy selected information from one non-production database to another, for
backup purposes or to create a new test database for rules. The number of nonproduction databases that you use, and when and if you add more databases after
initial installation, depends on your archive strategy.
Adding a non-production database to the archiving environment involves creating
an empty database, building the database, and adding information about the
database to the production database. Refer to the products Installation Guide for
information about adding a non-production database.
Troubleshooting
By default, an archiving process pauses and posts a message to the archiving
Monitor tab when an error occurs. If you set up an END notification for the
process, you will also receive an e-mail notification stating that the process has
paused due to error.
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The first thing to do when a process pauses in error is check that the database and
network connections are working. Try restarting the server to reconnect. Often,
the condition that causes a process to pause is temporary, such as temporary
database or network unavailability. After you have checked your connections and
restarted the server, attempt to resume the process by clicking Resume. In many
cases, the process will be able to complete successfully.
If the process pauses in error a second time, the error is most likely not temporary,
and you are left with three options:
Fix the problem and then resume the process.
Call a service representative for assistance.
Cancel the process (use Cancel only when no other solution exists) and start
over with a restored database.
Note: The most common errors encountered while running the archiving product
are caused by incorrect configuration of the Record Retention - Affected
Databases tab entries. These errors result in database offline messages or empty
start and end date drop-down boxes on the Copy and Archive screens. A job
may also start, but end up paused due to error because of an incorrect name
entry in the Affected Databases tab. Follow the instructions for entering database
information closely.
The information contained in the system logs provides the best opportunity for
diagnosing problems that might occur during archiving processes. If you are
going to attempt to fix the problem yourself, the logs are the first place that you
should look.
Archiving log information for a particular process is saved in the log files on the
server from which the process is run. The logs are stored in the instance
name\logs directory within the system installation directory.
Note: Archiving log data is only written to the logs when the log level setting for
the server running the archiving product is set to INFO. For more information, see
Use the system log on page 33.
If you Cancel a process, you will need to restore one or more databases. Do not
attempt to re-run the Copy, Purge, or Archive process after Canceling a process,
without first restoring the appropriate database. Starting a process on the same
40
database without restoring only causes more problems. The appropriate database
to restore is determined by the type of process that was canceled. The next section
deals with the Cancel option in more detail.
Canceling a process
The Cancel process control permanently stops an archiving process and leaves the
database in an undetermined state where your only option is to restore the
database to an earlier backup. Whenever possible, use Pause instead of Cancel to
stop a process. You might be able to fix whatever problem you are having and
resume the process to completion, and you can always cancel a paused process
later if you realize a Cancel is your only option.
Caution: Use Cancel only as a last resort. After a Cancel, you must restore your
database from an earlier backup.
Note: An exception to the rule of restoring a database after canceling a process is
when a process is paused due to error because the jdbcconnector.#.name
field is entered incorrectly. For more information about this, refer to Correcting
the name of a database in the Record Retention - Affected Databases tab on page
42.
Typically, both a Cancel and a Pause take effect within ten minutes. In order to
run, pause, resume, or cancel an archiving process, each of the databases involved
in the process must be online.
Note: User access to Cancel is controlled by the archiving products Cancel
access control point. Because the Cancel control has the ability to leave a database
in an undetermined state, you may want to limit user access to it.
If you do need to perform a Cancel, you will need to restore the affected database
from a backup.
If you cancel a Copy process, restore the target database.
If you cancel a Purge process, restore the source database.
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Note: If you are running an archiving process, look on the Monitor tab before you
cancel the process to see the current state of the process. The current state of the
process is named in parentheses following Archive.
If you cancel during the Copy state of the Archive process, restore the target
database.
If you cancel during the Purge state of the Archive process, restore the source
database.
Correcting the name of a database in the Record Retention - Affected

Databases tab
One reason that an archiving process pauses in error is that the name entry in the
Record Retention - Affected Databases tab is entered incorrectly. If this is the
case, the archiving product returns an error early in the processing of tables, when
it attempts to load data from a table on the source database to a table on the target
database.
When you get this kind of error, check the database name in the Affected
Databases tab and remember that, for Oracle databases, the appropriate suffix for
the database must be included in the name. If the name appears to be correct, this
type of error may indicate that there is an incorrect entry in your
tnsnames.ora file.
If an incorrect database name entry is the problem, cancel the job, enter the correct
name in the Affected Databases tab, restart the system server, and start a new
process. You do not need to restore any of your databases, because the process that
you canceled did not get far enough into the work to permanently affect any data
(as long as you rerun the process before attempting to view information on the
target database).
If you attempt to change the name of the database and then resume the process
(rather than canceling the process, changing the name, and then starting a new
process), the process immediately shows a status of completed with error. This is
because the archiving product does not support changing the name field in the
Affected Databases tab after a process has started, even if it is paused. If you get a
status of completed with error for this reason, stop and restart the system server,
and then rerun the process.
42
Unable to log on to the server after an error

In rare cases, running an archiving process from a server that points to the target
database can cause problems when you try to log on to the target database. This
happens only if an error occurs during the copy of the table that contains the logon
information.
If you cannot log on to the target database, the process has paused due to error
during the copy of this table and, therefore, has not completed copying the
information necessary to allow you to log on. Point the server to another database
or log on to the server in off-line mode in order to resume or cancel the process,
depending on the problem.
Restarting a process after server downtime
If the server from which you are using the archiving product fails or is shut down
or restarted while archiving process is running, the process stops running and
must be restarted manually once the server is restarted.
To restart the archiving process, after restarting the failed server:
1. Access the archiving workspace on the system server from which the process
was originally started.
2. Go to the Monitor tab.
The process should be shown as Paused by User.
3. Click Resume.
The process is now running and should resume where it left off before the server
or servers in question became unavailable.
Cannot purge source database
If you cannot run a purge operation on a source database, an error message
appears that indicates you need to run one or more retroactive copies between the
source database and one or more target databases. Retroactive Copy copies the
data that the archiving product has not previously supported. After you
successfully run the Retroactive Copy, you can purge the source database.
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Recordmanager references
When you see references to database Recordmanager in the archiving
messages and logs, it is referring to your production database.
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Chapter 3
Accessing Archived Data
Authorized users can access archived data through a system server that points to
an archive database. Once connected to an archive database, users can access the
same information and functionality that they can on the production database. This
chapter describes how to grant the appropriate archive access to users and how to
locate and access archived data.
This chapter contains the following sections:
Granting access to archived data on page 46
Locating and accessing archived data on page 48
Chapter 3
Granting access to archived data

By default, the archiving product prevents all user accounts, except system
accounts and those that use system logon profiles, from accessing an archive
database after a Copy or Archive process. You can grant access to users, as
follows:
In the production databaseUsers with archive access granted in the

production database will be able to access all copies of the archived database.
You cannot specify specific archive databases; that is, the user can access all
or none.
In the archive databaseUsers with archive access granted in the archive

database will be able to access only that archive. The user will have the same
access to the archive database as was granted on the production database.
Therefore, some accounts may be able to edit the archived data (for example,
People Profiles, Rules, and so on). However, when you archive the database
again, the users archive access is overwritten and you must grant access to
the archive database again.
Note: The archiving product can only prevent access to archive databases when
the server that you use to access the archived database uses Kronos authentication.
If the server uses Lightweight Directory Access Protocol (LDAP) or NT
authentication, the lock-out applied by the archiving product is ignored, and you
are not required to grant users access to archived data.
To grant access to a specific archive database to a user:
1. Log on to the archive database using the ArchiveIS, ArchivePayroll, or
SuperUser user account.
2. Open the employees People Record on the archive database and click the
Person tab.
3. Click User Information from the list at the left of the screen.
4. Select the Access to archive database check box.
If you are reluctant to give out access to system accounts, and are concerned that
employees who use their own, unlocked accounts, may inadvertently edit archived
data, consider setting up new user accounts specifically for accessing archived
46
Granting access to archived data
data. These new user accounts can use access profiles that you create with limited
viewing and editing abilities. Use the access profiles to prevent users from
viewing all employees and from editing inappropriate data.
For example, you could create an access profile that grants an appropriate level of
access for a department or group of people within your company, and then assign
that profile to a new user account named after the department. All the employees
in the department would use this generic account, instead of their own, to access
archived data.
Note: Be sure to grant access to archive databases to the new user account.
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Chapter 3
Locating and accessing archived data

Authorized users can access archived data on a non-production database through a
system server that points to that database. You can view data on an archive
database in the same way that you view data on a production database. Do not
attempt to edit data on an archive database.
Use the Record Locator to determine the server that contains the archived data
that you want to view. To access the Record Locator, click the Record Locator
link in the system navigation bar.
The Record Locator displays an entry for each database that has been copied to.
Each entry shows the range of dates that are included on the database, and a link
to the server that points to the database, if one has been supplied. There may also
be a description of the database and the data it contains.
If you are looking for information from the past, the first step is to check the
Record Locator for the dates that have been copied from the production database.
If a non-production database contains the dates that you need, you should access
the information on the non-production database, even if the same range of dates is
contained on the production database. This will ensure that there is enough data to
calculate accruals information correctly.
Note: Due to the nature of Projected Accrual Balances, they do not calculate
accurately on an archive database.
48
Locating and accessing archived data
Viewing data during an archiving process

You can view archived data before, during, and after the Copy and Archive
processes. The location of viewable data depends on the state of the process;
sometimes you view the source database, and other times you view the target
database. The following table shows which database to view before, during, and
after a Copy and Archive process:
Process
Before
During
After
Copy
Source
Source
Source or Target*
Archive
Source
Source during Copy

Target* during Purge
Target*
* Before you can view data on the target database, you must stop and restart the system server that
points to that database.
Note: A Purge process erases data from the source database. Therefore, the data
being purged cannot be viewed on the source database during or after a Purge.
However, you can most likely view this information on a different database since,
with the exception of Purge with Purge Override, the Purge process can only
purge data that has already been copied to another database.
Switching databases
The database to which a system server points is typically configured during the
installation of the server. However, you can change the database that is referenced
by an server by altering some of the key values in the System Settings component
of the suite.
If you have not installed an server for every database, at sometime you will need
to reconfigure one of your existing servers in order to access archived data. For
more information, see the product installation guide.
49
Chapter 3
Combining databases
You can use the archiving product to merge two or more databases into one
database. You might want to combine multiple databases to:
Access data more easily from a single database.
Run a report across multiple years of data that are stored on separate
databases.
Combining databases works similarly to archiving data. Instead of moving data

from your production database to a non-production database, you move data from
one non-production database to another. The same general rules as for archiving
data apply. Refer to Appendix A, Rules and GuidelinesQuick Reference, on
page 65.
Note: Only databases containing data that originated on the same database can be
combined.
50
Chapter 4
Setup Data Manager is a separately installed utility of Record Manager that allows
you to copy the system setup data from a source to a target database. For example,
you can use it to update your production database with rules that were originally
configured or tested on a non-production system.
This chapter describes how to manage and copy setup data using Setup Data
Manager.
Note: Before you copy setup data from one database to another, make sure that
you fully understand the implications of copying that data. You should back up
your target database before you copy setup data from one database to another.
After the copy, there is no way to back out of or undo the changes.
This chapter contains the following sections:
Using Setup Data Manager on page 52
How it works on page 53
Setup Data Manager user interface on page 54
Transferring setup data on page 55
Chapter 4

Setup Data Manager uses the system programming interfaces (APIs) to copy setup
data from one database to another. For example, use Setup Data Manager to copy
setup data that has been created and tested on a test or development database, to a
production database.
To copy setup data, select the system servers that point to a source and a target
database, and then choose the setup data items. Each item represents a different
piece of setup data. The items are uniquely identified by name. If an item is copied
to a target database that already contains an item of the same name, the existing
item is updated. If an item of the same name does not exist on the target database,
the item is added. Items that exist on the target database, but not in the source, are
not affected by Setup Data Manager (that is, they are not deleted from the target
database).
52
How it works
How it works
Setup Data Manager uses the systems XML APIs to copy setup data. This
capability lets you copy a great range of setup data available in the suite and
choose specific categories of setup data to copy. However, some data is not
supported; see Setup Data Manager on page 74 for a complete list of supported
data.
Setup Data Manager adds or updates setup data items based on the name of the
item:
If the item name already exists on the target database, then the item is
updated.
If the item name does not exist on the target database, then the item is added.
An item is never deleted from the target database, regardless of whether it

exists or has been deleted from the source database.
Setup Data Manager must be able to access the system XML schema files for the
source and the target database. The schema file determines what data can be
copied and how it is copied.
The changes made to setup data on the target server during the setup data transfer
are written to the servers audit trail, just as if they were entered manually on the
target system.
53
Chapter 4
Setup Data Manager user interface

The menu bar for the Setup Data Manager contains the following options:
Menu
Options
File
Open an existing transfer, run an existing transfer, or create a new transfer.
Edit
Cut, copy, or paste information in the user interface.
Report
Access the Last Run Log report. The Last Run Log gives a summary report
of the last transfer that was run, including source information, target
information, and copied data categories/items.
Admin
Update Schema DefinitionRetrieve the latest XML schema document

from a new or upgraded system database. Be sure to keep the schema
documents for the database versions you use up to date.
Change Workforce Central API TimeoutEdit the length of time that the
application waits for a response during an API request.
Change PasswordDisplay the Reset Admin Password Dialog Box, which
allows you to enter a different password for access.
LicenseShow information about the Setup Data Manager license or
configure the license.
54
Window
Basic window options: cascade, tile horizontally or vertically, and close all.
Help
Displays the Setup Data Manager online Help and product version and
licensing information.
Transferring setup data

To copy setup data, you must run a transfer definition file using Setup Data
Manager. The transfer file defines the source and target databases for the copy,
and the specific data to be copied.
Note: The XML Schema file must be downloaded before creating or opening a
new transfer definition file (.tdf) or the database version will not be updated.
To configure a setup data transfer:
1. Open Setup Data Manager. You must enter a password.
To change the password, select Admin > Change Password from the Setup
Data Manager menu and enter a new password.
2. To create a new transfer definition file, select File > New.
To open an existing transfer definition file, select File > Open.
3. Click General and enter a description for the transfer.
4. Click Source and specify:
Enter connection parameters for the source server Choose the system
API Export to transfer the data from system server. Choose XML
Document to transfer the data from an XML file. If you are using an XML
Document, make sure it is an XML document that had previously been
created with Setup Data Manager.
System server URL (for system API Export only) Enter the URL for
the system server that points to the database from which to copy setup
data.
For information about constructing the URL, refer to Entering the
system server URL on page 62.
Output path/Filename (for XML Document only) The location and

name of the XML file from which to transfer data.
Other settings appear when you transfer data from the system server using
API Export.
Login name Enter the login name for the system server.
55
Chapter 4
Password Enter the password for the system server.
System database version Select the version of the source database.

Click Find db version to query the server to determine the database
version. The reported version is automatically entered as the database
version.
Database name Contains the name of the database retrieved when you
click Find db version.
Database server Contains the name of the database server retrieved

when you click Find db version.
Submit using SSL Select this to extract data from the system using
Secure Sockets Layer.
5. Click Target and specify:
Enter connection parameters for the target server Choose Import to

transfer the data directly to a system server. Choose XML Document to
write the data to an XML file.
System server URL (for system Import only) Enter the URL for the
system server that points to the database to which you want to copy setup
data.
For information about constructing the URL, refer to Entering the
system server URL on page 62.
Output path/Filename (for XML Document only) The location and

name of the XML file to be created. Click the ellipsis button to browse to
the directory and file. If you want to create a new directory for the file,
you must use Windows Explorer. Existing files are overwritten if the
same name is reused.
Other settings appear when you transfer data directly to the server using
Import.
56
Login name Enter the login name for the system server.
Password Enter the password for the system server.
System database version Select the version of the target database.

Click the Find db version button to query the server to determine the
database version. The reported version is automatically entered as the

database version.
Database name Contains the name of the database retrieved when you
click Find db version.
Database server Contains the name of the database server retrieved

when you click Find db version.
Submit using SSL Select this to copy data to the system using Secure
Sockets Layer.
Submit transfer errors to the Transaction Assistant Select this to send

errors that occur during the copy to the Transaction Assistant on the target
server.
Note: Errors are always included in the XML Error Log.
Batch Name Enter the name of the batch.
6. Click Transfer and choose the setup data categories and items that you want
to copy. Some setup data items depend on others in order to work properly. Be
sure that you copy all dependent setup data items. If your source is an XML
file, all setup data categories in that file are copied; you cannot specify which
items to copy. If your source is the system and your target is an XML file,
only the selected setup data categories and items are included in the XML file.
For more information, refer to Configuring Transfer information on page
58.
7. Click Start Transfer.
Note: The settings in the General, Source, and Target tabs can be saved as part of
the transfer file (select File > Save).
If you transfer new or reconfigured rules to your production database, reassign the
necessary people to the appropriate rules, after the transfer. For instructions about
how to do this, refer to the systems online Help.
Errors that occur as part of the transfer are reported in the XML Error Log and are
sent to the Transaction Assistant on the target server, if you have enabled it. To
access the XML Error Log, go to the Log Files folder within the SDM installation
57
Chapter 4
directory. Errors are contained in the

transferFileName_server_Trans.xml file.
For more information about the Transaction Assistant, refer to the systems online
help.
Note: If you lose contact with the database or server at any time during the
transfer, you can run the transfer again. Anything that was copied during the first
transfer will be updated; anything that was not copied will be added.
If your connection to the source or target server continually times out during the
Copy, you may need to extend the application timeout value. Select Admin >
Change Workforce Central API Timeout.
Configuring Transfer information

Use Transfer to select the setup data items that you want to copy. Setup data items
are sorted according to data categories, such as Wage Profiles, Setup, similar to
the organization of the data in Setup on the system navigation bar. Some data
categories are a sub-category of these larger categories. For example, Work Rules
are a sub-category of Pay Policies within the general category of Setup. A setup
data item is a specific Work Rule or Pay Rule.
Note: Only the setup data items that you selected are copied. There is no effect on
setup data items that you choose not to copy.
To select a setup data item to copy:
1. In the Setup Data Categories pane, click the name of the category that
includes the item you want to copy. Select the check box to the left of the
category name to copy the entire category. You can also choose to Select All
data categories.
Each time you select a different setup data category, the list of items in the
Setup Data Items - Source pane is updated to reflect the items stored in the
source database.
58
Note: Select Cache setup data items list to cache the list of items within the
selected category. This way, you dont have to wait for the list to be updated
each time you select the category. If you select this option and a setup data
item is added while you are using Setup Data Manager, the new item is not
automatically updated in the list. Deselect the check box and select the
category name again to update the list.
2. In Setup Data Items - Source, select the check box for each setup data item
that you want to copy. You can also choose to Select All items.
Only setup data items that you are allowed to transfer are shown. When
possible the name of each setup data item is the same as the name that appears
in the system user interface. When a name does not match an entry in the
system user interface, it appears in square brackets.
Some items are read-only, and, therefore, cannot be edited or transferred.
Note: To view a list of setup data items contained on the target database,
select the Show target data items check box.
3. Make sure to copy all the setup data items that are referenced by the setup
data items you chose to copy in step 2. Each referenced item must also be
copied or must already exist on the target database. Refer to Identifying
dependencies on page 60 to learn how Setup Data Manager can help you to
identify dependencies for different setup data items.
4. Repeat step 1 through step 3 until all the setup data items that you want to
copy are selected.
5. Make sure you have a recent backup of the target database. Select Start
Transfer to copy the selected setup data.
Note: The settings in the Transfer tab cannot be saved. They must be updated
each time the transfer file is opened.
59
Chapter 4
Identifying dependencies
Most setup data items contain references to other setup data items that are in
different setup data categories. For example, Work Rules reference Work Rule
Building Blocks such as Pay Code Distributions and Core Hours. These
referenced items are called dependencies. Setup Data Manager cannot copy a
setup data item unless all of its dependencies are also copied or are already
contained on the target database.
While Setup Data Manager is not able to identify specific dependencies item by
item, it can identify where dependencies exist across setup data categories. For
example, when you select a setup data category, Setup Data Manager can show
you which categories contain items that can be referenced by items in the selected
category.
Note: Setup Data Manager does not identify which setup data items must be
copied within the given category; you must be able to make this determination
based on your knowledge of the setup data. Alternatively, you can copy all items
in the dependent category.
To identify dependencies between setup data categories:
1. Select the Show dependency tree option at the top of the Transfer tab.
2. In the Setup Data Categories pane, click the name of the setup data category
whose dependencies you want to view.
3. Click Show in the Dependencies pane, below the Setup Data Categories pane.
4. If necessary, expand the tree in the Dependencies pane to view all the setup
data categories required by the selected setup data category.
5. Select a data category from the Dependencies pane to view the list of setup
data items for the category in the Setup Data Items - Source pane. You can
then select data items to copy, or copy the entire category.
Note: The dependent data items that you copy may have dependencies of
their own. You need to copy all dependencies, including those for each
dependent item.
60
Setup data categories that are circular in reference, are self-referencing, or are not
supported by Setup Data Manager do not appear in the Dependencies pane.
Referenced items within these categories must be manually transferred or they
must already exist on the target database before you perform a transfer. Establish
some other method for adding these items to the target database before performing
a transfer. For example, you can add them to the target database manually, using
Setup from the system navigation bar.
A self-referencing dependency means that a data category can refer to other data
in the same data category; for example Holiday Credit Rules can refer to other
Holiday Credit Rules. You must manually transfer any self-referencing data
category that is referenced by another one. The following table lists selfreferencing data categories:
Setup Data Category
Self-referencing data category
Date Patterns
DatePattern
(WSADatePattern)
Holiday Credit Rules
Holiday Credit Rule
(WSAHolidayCreditRule)
Circular dependencies are setup data categories that refer to themselves via some
other category. In this case, the category that refers to the original category does
not appear in the list of dependencies. The following table lists the circular
dependencies:
Setup Data Category
Circular Reference
(refers back to original category)
Call-ins
Work Rule
(WSACallInRule)
(WSAWorkRule)
Shift Guarantees
Work Rule
(WSAShiftGuarantee)
(WSAWorkRule)
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Chapter 4
The following table lists setup data categories that contain unsupported
dependencies. You must manually create the dependent data using Setup on the
target before using Setup Data Manager to transfer the entire data category.
Setup Data Category
Unsupported Dependent Category
Calendar Data Elements
ShiftStartTimeBands
Comments
Installed Products
Data Access Profile: Report
Common Setup: Report Setup
Data Access Profile: Schedule Group
Scheduler Setup: Groups
Display Profile
WorkloadPlannerProfile: Calendar Profile
Forecast Map
Organization Maps and Jobs
Rule Set Location Assignments
Locations
SchedRuleType
Organization Maps and Jobs
Entering the system server URL

The construction of the URL depends on where the Setup Data Manager is
installed relative to the system server.
If the system server and the web server are installed on the same machine, and
only one instance of the system server is installed, you can enter the Web
server name instead of the complete URL.
If the Setup Data Manager is installed behind the same firewall as the system,
the URL is:
http://ApplicationServerName:PortNumber/
ApplicationInstanceName
If the Setup Data Manager is installed outside of the firewall used for the
system, the URL is:
http://WebServerName/ApplicationInstanceName
Note: Multiple instances of the system may be installed on the server. The
ApplicationInstanceName is the name of the specific system instance to
which you want to connect. If only one instance is installed, the default instance
name is wfc.
62
Last Run Log report

The Last Run Log gives a summary report of the last transfer that was run. To
access the Last Run Log, select Report > Last Run Log from the Setup Data
Manager menu bar.
The Last Run Log report includes the following information:
The name and location of the Last Run Log file.
The name and location of the transfer definition file used for the transfer.
The name of the PC from which the transfer was run.
The time at which the transfer started.
The setup data items that were copied as part of the transfer, listed in the order
in which they were copied.
The list of setup data items is divided into three columns. The first column is the
sequence number, showing the order in which the items were copied. The second
column is the setup data category to which the item belongs. The third column
contains the name of the item that was moved.
Note: When all the items within the specified category are transferred together,
**All** is displayed in the third column. The individual items may be listed even
when you select to transfer all items. Multiple items are copied individually or all
together, depending on the API.
63
Chapter 4
64
Appendix A
Rules and GuidelinesQuick Reference
This appendix provides a collection of the most important rules and guidelines
mentioned throughout this guide:
General guidelines on page 66
Rules for archiving data on page 68
Appendix A
General guidelines
66
For archiving and Setup Data Manager, the source and target databases must
be at the same version and have exactly the same archiving products installed
and all products must be at version 5.2 or later.
For Oracle installations, the source, target, and production databases must be
on different Oracle instances.
Do not use the same name for any two databases that you plan to use in an
archiving process. If you do, the databases will be indistinguishable in the
source and target drop-down lists within the archiving workspace.
Make sure all your databases and servers use the same character set.
Avoid running an archiving process from a server that points to your

production database because performance might be affected. However, with
Oracle databases, make sure that when you run a process from a nonproduction server that the server was installed with tkcsowner; then, historical
data will not be affected.
Before and after a Copy, Purge, or Archive process, you should run the
Reconcile utility on the source and target databases (on only the source
database, for a Purge). Fix errors that are reported during the reconcile before
you run an archiving process. Missing database objects can affect the integrity
of the data that is being copied or purged.
Prior to running or resuming an archiving process and after a process

completes, update statistics on the source and/or target database. Since Copy
and Purge events add or remove large amounts of data, keeping updated
database statistics for the RDBMS optimizer will enhance the performance of
all archiving processes.
Be sure to shut down all appropriate services and disconnect all archiving
users before you run a Purge All process.
General guidelines
After a system crash or loss of power on one of the servers involved in an

archiving process, pause and resume the process to restart the job at the point
where the server went down.
Note: Before you pause and resume the process, the archiving product
Monitor screen may indicate that the process is still running; it is not.
Cancel a process only as a last resort.
Always restore the affected database after canceling a process.
Only one archiving process can be active (running or paused) at a time.
It may take longer than ten minutes for a pause or cancel to take effect, if the
archiving application is processing a large, non-historical table.
For a an archiving process to run, pause, resume, or be canceled, both

databases involved in the process must be online.
67
Appendix A
Rules for archiving data
Do not delete rules or any type of configuration data from your production
database, if the data cannot be deleted when it is attached to results data. This
data may still be referenced on an archive database.
The data that you copy or purge must be payroll locked:
For active employees, all data up through the last day of the copy or purge
must be payroll locked.
For inactive and terminated employees, data must be payroll locked at

least up until the employees inactivation or termination date and for all
dates after that for which the employee has transactions.
Caution: Because inactive and terminated employees are not required to be

payroll locked, you may be able to edit inactive or terminated employee
timecards on the source database for a date range that has been copied. This
creates a problem: these edits cannot be copied to the archive database,
because the date range has already been copied there, and the same date range
cannot be copied to the same database twice.
To avoid this problem, follow this guideline: use historical edits to edit
information in the past, rather than manually editing historical time periods. A
historical edit is retrieved and copied to the target database based on the date
the edit was entered, rather than the date to which the edit applies.
68
Do not enter a date earlier than the first transaction in the database as the start
date for the first Copy. Doing so creates misleading data in the Results screen.
Be careful not to delete too much history from your production database. To
keep accurate accruals data, you must keep an amount of history at least equal
to the longest length qualifier. For more information, refer to Maintaining
accurate accruals and holiday credits on page 24.
Data within the Current or Previous Pay Period cannot be Copied or Purged.
Data cannot be copied to a database that already contains data, unless that data
was copied there by the archiving product.
Older data cannot be copied into a database containing newer data.
Rules for archiving data
A gap in time, or data hole, is not allowed on any system database.
Data that originated on different databases cannot be combined into one

database.
The same data cannot be copied to the same database more than once, unless
the target database has been purged of the data using the archiving product.
The source and target database cannot have the same name, and the target
database cannot have the same name as the production database.
Do not delete an employee while a Copy or Archive job is in process. This

includes all the time between the start and end of the process, including the
time the process is paused.
Do not attempt to edit historical data on a database containing archived data.
69
Appendix A
70
Appendix B
Supported data
This appendix lists the data that are supported by the archiving product:
Archive processes on page 72
Setup Data Manager on page 74
Note: Be sure you define a Record Retention Policy for your data. Record
Retention Policies define how long to keep certain types of records in the
database. For more information, see Record Retention Policies on page 7.
Appendix B
Supported data
Archive processes
This section lists elements that are copied or purged during an archiving process.
The supported data elements are grouped by product.
Note: This table does not include data types that are eligible to be copied and
purged based on a Record Retention Policy. For more information, refer to
Understanding the archive processes on page 12.
Product
Copy
Purge
Activities
All data
Attendance
All data
None
Device Manager
All data
None
Integration Manager
All data
None
Kronos Touch ID
None
None
Leave
All data
Navigator
All data
None
Optimized Scheduler
All data
72
Activities
Activity Events
Activity Results
Leave Takings
External Volume Labels
Forecast Averaging Types
Forecast Event Volume
Forecast Labor Budget
Forecast Volume Budget
Forecast Volume Store Total
Job - Work Rule Transfer Combinations
Job Preferences
Labor Forecast Totals
Labor Forecasts
Mark Schedule Posted
Point of Sale Volume History
Point of Sale Volume Totals
Shift Assignments
Shift Comments
Volume Forecasts
Archive processes
Product
Copy
Purge
Scheduler
All data
Audit Trail of Shifts that belong to a Group Schedule

Each individual shift assignment
Group shift membership
Mark Schedule Posted
Mobile Contact
Mobile Scheduler
Priority Scheduling Engine
School Calendar
Shift Assignment Person ID/job
Shift Audit Trail
Shift Codes
Shift Comments
Shift Organizational transfer information
Shifts
Shifts that map to a timesheet item
Totals attribute
Workload Generator
Timekeeping
All data
Access Profiles
Accrual Transactions and Edits
Approvals
Audits
Comments attached to Durations and Shifts
Durations
Earnings History
Exceptions
Import
Pay Code Edits
Process Manager Bid Groups
Process Manager Bid Requests
Punches
Scheduled Shifts
Timecard Edits
Timecard Signoffs and Payroll Locks
Tokes
Totals and Scheduled Totals
Transformer Data
Worked Shifts
73
Appendix B
Supported data
Setup Data Manager

This section lists the data that Setup Data Manager can copy from one database to
another.
Data
Category
Supported by
Setup Data Manager
Access Profiles
Data Access Profiles
Yes for all
Availability Templates
Schedule Groups
Pattern Templates
Shift Templates
Reports
Work Rules
Pay Codes
Accruals
74
Function Access Profiles
Yes
Logon Profiles
Yes
Generic Data Access Profiles
Yes
Accrual Codes
Yes
Accrual Policies
Yes
Accrual Profiles
Yes
Date Patterns
Yes
Dates
Yes
Grants
Yes
Limits
Yes
Probation Periods
Yes
Setup Data Manager
Data
Category
Supported by
Setup Data Manager
Activity Setup
Activities*
Yes
Activity Settings
Yes
Activity Configurations
Yes
Activity Profiles
Yes
Cell Definitions
Yes
Customers
Yes
Field Definitions
Yes
Form Builder
Yes
Form Profiles
Yes
Labor Account Set Group
Yes
Pay Code Actions
Yes
Resource Definition
Yes
Resource Types
Yes
Result Code Profiles
Yes
Result Codes
Yes
Units of Measure
Yes
*References from an activity to an organizational job are not transferred.
75
Appendix B
Supported data
Data
Category
Attendance Setup Attendance Actions
Calendar Views
Setup
76
Supported by
Setup Data Manager
No
Attendance Events & Patterns
No
Attendance Policies
Yes
Attendance Profiles
Yes
Balance Types
No
Combined Events
No
Discipline Levels
No
Document Forwarding
No
Document Templates
No
Lost Time Events
No
Perfect Attendance Definitions
No
Tracking Periods
No
Calendar Data Elements
Yes
Calendar Data Sets
Yes
Calendar Profiles
Yes
Generic Calendars
Yes
Employee
Yes
Manager
Yes
Shift Time Bands
No
Setup Data Manager
Data
Category
Common Setup
Batch Processing
Supported by
Setup Data Manager
Batch Tasks
No
Batch Events
No
Comments
Yes
Delegate Profiles
No
Event Manager
No
HyperFind Queries
No
HyperFind Profiles
No
New Person
No
Query Manager
No
Report Setup
Custom Options
No
Report Setup
No
Reviewer Lists
Yes
Reviewer Purposes
Yes
Role Profiles
Yes
Table Import
No
Batch
Data Integration
Device Manager
Setup
Worker Types
Yes
Connections
Yes
Mapped Folders
Yes
Device Groups
Yes
Devices
Yes
Device Configuration Profiles
Yes
77
Appendix B
Supported data
Data
Category
Supported by
Setup Data Manager
Device Configuration Building Blocks
Yes for all
Device Communication Settings

General Device Settings
Device Hardware Settings
Soft Key Settings
Default Transaction Settings
Transactions Settings
Application Configuration Settings
78
Assistance Contact Lists
Yes
Bell Schedule Assignments
Yes
Bell Schedules
Yes
Device Language Settings
Yes
Device Totals
Yes
Device Work Rule Assignments
Yes
Device Work Rule Definitions
Yes
Dial-up Connections
Yes
Gate Schedule Assignments
Yes
Gate Schedules
Yes
Generic Badge Formats
Yes
Import Device Languages
No
Import Device Logo Files
No
Import Firmware
No
Import Parameter XML Files
No
Proximity Reader Formats
Yes
Smart View Transactions
Yes
Soft Key Schedules
Yes
Trusted Servers List
Yes
Setup Data Manager
Data
Category
Supported by
Setup Data Manager
Display
Preferences
Display Profile Building Blocks
Yes for all
Custom URL Profiles

Custom URLs
Navigator Profiles
Workforce Genie Profiles
Workforce Genies
Yes for all
Accrual Detail
Averaging Detail
Detail
Leave Case Detail
QuickFind
Roll-up
Schedule Assistant
Schedule Editor
Schedule Group Detail
Schedule Group Roll-up
Schedule Planner
Workforce Genie Building Blocks
Yes for all
Accrual Detail Column Sets

Averaging Detail Column Sets
Detail Column Sets
Leave Case Detail Column Sets
Roll-up Column Sets
Schedule Assistant Column Sets
Schedule Editor Column Sets
Schedule Group Detail Column Sets
Schedule Group Roll-up Column Sets
Schedule Planner Column Sets
Worked Account Detail Column Sets
79
Appendix B
Supported data
Data
Category
Supported by
Setup Data Manager
Site Defined Labels
Yes for all
Custom Field Labels

Telephone Field Labels
Display Profiles
Yes
Note: In a previous release, HyperFind

profiles were added to Display profiles.
As a result, transfers of display profiles
will not succeed unless the associated
Hyperfind profiles have been
implemented by hand on the target
system.
Employee Self
Service
Approval
Yes
Approval Settings
Approval Step Settings
Employment
Terms
80
Day Type Equivalence Values
Yes
Pay Code Value Profiles
Yes
Request Subtypes
Yes
Request Subtype Transitions
Yes
Employment Terms
Yes
Time off Rules
Yes
Setup Data Manager
Data
Category
Forecaster Setup
Category Property Sets
Supported by
Setup Data Manager
Create Category Property Sets
Yes
Assign Category Property Set
No
Forecaster Currency Assignment
Yes
Forecast Map
Yes
Hours of Operation
Assign Hours of Operation
Yes
Create Override Hours
Yes
Create Regular Hours
Yes
Labor Drivers
Assign Static Drivers
Yes
Create Custom Drivers
Yes
Create Static Drivers
Yes
Labor Forecast Limits
Yes
Labor Standards
Yes
Seasonal Patterns
Yes
Special Events
Assign Special Events
Yes
Create Special Events
Yes
Tasks and Task Groups

Tasks
Yes
Task Groups
Yes
Volume Drivers
Leave Setup
Assign Volume Drivers
No
Create Volume Drivers
Yes
Reporting Driver
No
Forecast Map Profiles
Yes
Configurable Fields
Yes
Documents
Yes
81
Appendix B
Supported data
Data
Navigator
Operations
Planning Setup
Category
Supported by
Setup Data Manager
Default Leave Notifications
Yes
Document Statuses
Yes
Document Templates
Yes
Eligibility Requirements
Yes
Leave Case Approval Statuses
Yes
Leave Categories
Yes
Leave Profiles
Yes
Leave Reasons
Yes
Leave Rules
Yes
Leave Types
Yes
Reminder Template
No
Workspaces
Yes
Widget Instances
Yes
Navigators
Yes
Audits
No
Average Pay Rates
Yes
Column Sets
Yes
Engine Option Sets

Create
Yes
Assign
Yes
Fiscal Year Display Properties
No
Fiscal Calendars
82
Create
Yes
Assign
Yes
Setup Data Manager
Data
Category
Organization
Setup
Jobs and Organizational Map
Supported by
Setup Data Manager
Location Types
No
Jobs
No
Organizational Map
No
Labor Levels
Yes
Labor Level Sets
Yes
Labor Level Entries
Yes
Labor Level Entries
Yes
[Unspecified Labor Level Entry]
Yes
Organizational Sets
No
83
Appendix B
Supported data
Data
Category
Supported by
Setup Data Manager
Pay Policies
Adjustment Rules
Yes
Cascading Profiles
Yes
Cascading Policies
Yes
Holidays
Yes
Holiday Credit Rules
Yes
Holiday Credit Rule Building Blocks
Yes
Work History Qualifiers
Yes
Contributing Shifts
Yes
Yes
Yes
Holiday Profiles
Yes
Pay Codes
Yes for all
Combined Pay Codes

Contributing Pay Codes
Definition
Display Order
Scheduled Hours Type
Pay Rules
Yes
Pay Rule Building Blocks
Yes for all
Sign-Off Restrictions
Punch Interpretation Rules
Processing Order
Fixed Rules
84
Percent Allocation Rules
Yes
Work Rules
Yes
Wage Profiles
Yes
Setup Data Manager
Data
Category
Supported by
Setup Data Manager
Pay Policies
(continued)
Work Rule Building Blocks
Yes for all
Auto-Resolved Exceptions
Bonuses / Deductions
Breaks
Call-Ins
Combination Rules
Core Hours
Exceptions
Interval Round Rules
Majorities
Overtimes
Pay Code Distributions
Punch Round Intervals
Rest Between Shifts
Schedule Deviations
Shift Guarantees
Zones
Process
Management
Scheduler Setup
Process Administrator
No
Process Profiles
No
Process Templates
No
Web Service Configuration
Yes
Availability Templates
Yes
Auto-Scheduler Option Sets
Yes
Day Type Rules
Yes
85
Appendix B
Supported data
Data
Category
Supported by
Setup Data Manager
Day Type Rule Sets
Yes
Job Groups
No
Minor Rule Sets
Yes
Pattern Templates
Yes
Work Week
Yes
Metrics
Yes for all
Indicators
Hours Categories
Hours Category Sets
Metrics
Schedule Assistant Criteria Sets
Yes for all
Criteria Building Blocks

Criteria Sets
Schedule Groups
No
Schedule Templates
Yes
Schedule Periods
Yes
Schedule Rule Sets
Yes for all
Employee Rule Sets

Organizational Rule Sets
Rule Set Job Location Assignment
School Calendars
Yes
Scheduler Profiles
Auto-Scheduler Option Set Profiles
Yes
School Calendar Profiles
No
Skills & Certifications

Skills
Certifications
86
Yes for all
Setup Data Manager
Data
Category
Supported by
Setup Data Manager
Shift Profiles
Yes
Shift Profiles Sets
Yes
Shift Segment Details
Yes
Shift Templates
Yes
Workload Setup
Yes for all
Schedule Zone Sets

Workload Shift Sets
Workload Planners
Workload Planner Profiles
Zone Categories
Yes
Location Settings
Yes for all
Coverage Counting
Schedule Generator
Location Profiles
Sorting and Matching
Yes for all
Rules
Rule Sets
Procedure Sets
Staffing Setup
Statutory
Reporting
Staffing Matrix
Yes
Weight Sets
Yes
Statutory Reporting
Yes
87
Appendix B
Supported data
Data
Category
Supported by
Setup Data Manager
System
Configuration
Log Report
Not applicable
Log File Gathering
No
Time Zones
Yes
System Information
Not applicable
System Settings
No
Workflow Notifications
No
Currency Policy
Yes
Locale Policy
Yes
Security Alerts
Yes
Security Audit Data Export
Not applicable
Translation Support
No
Batch Action Sets
Yes
Batch Controller
Yes
Batch Job List
Not applicable
Tip Compliance
Yes
Toke Pools
Yes
Rules
Yes
Setup
Yes
Tips and Tokes

Working Time
Directive
88
Appendix C
Customizing the appearance of archived data
By default, there is no visual distinction between data on a production database

and data on an archive database. Therefore, it is possible that users think they are
looking at archived data when they are looking at production data, and the reverse.
To eliminate this confusion, you can customize the user interface for servers that
point to archive databases.
It is recommended that you customize one or both of the following properties:
The background color of the theme
The image in the top left-hand corner of the user interface
Note: If you use the same server to access production and archive databases,
customizing the user interface in this way will not allow you to distinguish
between a production and an archive database. The customized user interface is
associated with the system server, and not the database.
For information on how to customize the suite, refer to the System
Administrators Guide for the suite.
Appendix C
90
Customizing the appearance of archived data
Appendix D
Record Types and Tables
This appendix lists each of the Record Types and their corresponding database
table names. For more information on Retention Policies and Record Types, refer
to the suites online help.
Record Type
Database Table Name(s)
Audit: Logon
AUDITITEM
AUDITITEMSTR
AUDITITMCMNTMM
Audit: Security
AUDITITEM
AUDITITEMSTR
AUDITITMCMNTMM
Audit: Session
AUDITITEM
AUDITITEMSTR
AUDITITMCMNTMM
Data Integration Results
KNXRUNHISTORY
Event Volume (Special Events)
FCEVENTVOLUME
Import Batch
FAILEDXMLBODY
FAILEDXMLDATA
FXMLDATACSTMFLDMM
IMPORTBTCHSTAT
IMPORTCTNTSTAT
IMPORTRESULT
Messaging
MESSAGING
MSGRECIPIENT
Appendix D
Record Type
Pay Stub
CHECKADVICE
CHECKADVICEDTL
Process Manager Completed Tasks
DWE_CORR_SETS
DWE_CORR_TOKENS
DWE_DELAY_TIMERS
DWE_INTERNAL_TASK_ATTRIBUTES
DWE_INTERNAL_WF_ATTRIBUTES
DWE_PREDECESSORS
DWE_SUBSCRIPTIONS
DWE_TASK_ATTRIBUTES
DWE_TASKS
DWE_WF_ATTRIBUTES
DWE_WORKFLOW_DOCUMENTS
DWE_WORKFLOWS
WPMCATWORKFLOWMM
WPMCOMPLETEDWF
WPMSTATITEM
WPMWORKFLOW
WPMWORKFLOWDAPMM
92
Record Type
Process Manager Aborted Tasks
DWE_CORR_SETS
DWE_CORR_TOKENS
DWE_DELAY_TIMERS
DWE_INTERNAL_TASK_ATTRIBUTES
DWE_INTERNAL_WF_ATTRIBUTES
DWE_PREDECESSORS
DWE_SUBSCRIPTIONS
DWE_TASK_ATTRIBUTES
DWE_TASKS
DWE_WF_ATTRIBUTES
DWE_WORKFLOW_DOCUMENTS
DWE_WORKFLOWS
WPMABORTEDWF
WPMCATWORKFLOWMM
WPMSTATITEM
WPMWORKFLOW
WPMWORKFLOWDAPMM
Transformation
RDAILYSCHEDDTL
RDAILYWORKLOAD
Earned Labor
LABFORECASTTOT
LABORFORECAST
Labor Budget
FCLABORBUDGET
Labor Forecast
LABFORECASTTOT
LABORFORECAST
POS
Report
POSVOLUMETOTAL
RDLYINTVLWRKLD
RINTVLSCHEDDTL
RRPTSEGFLOWROW
School Calendar
SCHOOLCLNDRDAY
Volume Budget
FCVOLUMEBUDGET
93
Appendix D
Record Type
Volume Forecast
VOLFORECAST
Workload Generator
DLYWRKLDHOURS
WLGCENSUS
WLGCENSUSDTL
94
Glossary
Archive
A single archiving product process that moves data from one database to another.
Data from a selected range of dates is copied from a source database to a target
database, and then the copied data is purged from the source database.
complete binary verification
A data verification process that compares each byte of data extracted from the
source database to each byte of data copied to the target database. This process is
more precise than row count verification, but it takes longer to perform.
configuration data
Data supplied by the archiving product installation or entered through the Setup,
such as labor level entries, work rules, accrual rules, and so on. Configuration data
is non-historical data.
effective date
The date attached to the transactions tracked by the archiving product. The
effective date is the day the transaction was recorded or, with some transactions,
the day the transaction was set to take effect.
historical data
Archiving data resulting from an actual or scheduled user event or a totalization.

This type of data is preserved on a target database after a Copy or Archive
process. Historical data is made up of transaction data and employee schedules.
non-historical data
This type of data is replaced on a target database after a Copy or Archive process.
Non-historical data is made up of configuration data and people data.
Glossary
non-historical incremental data
This type of data, when new or changed, is replaced on a target database after a
Copy or Archive process. Non-historical incremental data is made up of
configuration data.
people data
Information about users, such as home labor account, badge number, and assigned
profiles, that is entered into an archiving product Person record. People data is, for
the most part, non-historical data.
Purge
An archiving process that permanently deletes a range of data from a database.

row count verification
A data verification process that compares the number of rows of data extracted
from the source database to the number of rows of data copied to the target
database. This process is quicker than complete binary verification, but it is less
precise.
source database
The system database from which data is copied and/or purged, during an archiving
process.
target database
The database to which system data is copied, during an archiving process.

transaction data
Data collected as a result of work-related actions or events, such as in and out

punches, pay code entries, labor account transfers, and so on. This type of data is
associated with an effective date, which is the date the action occurred or took
effect. Transaction data is historical data.
verification
An optional archiving process that checks for accuracy between copied data and
the data being copied. Two verification processes are available: complete binary,
and row count.
96

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Workforce Record Manager

A users guide for Workforce Record Manager and

Kronos Workforce Central Suite

Document Revision History

Chapter 3: Accessing Archived Data

Types of data on page 6

Archiving data on page 7

Copying setup data on page 10

Setup dataData that is supplied during installation or entered by users in

Setup data (Incremental)Same as Setup data, however, with incremental

People dataAll the information that makes up a People record, such as

Transaction dataData resulting from an actual or scheduled user event or a

Reduces the time and resources required for database maintenance.

Optimizes the performance of the production system.

Record Retention Policies

Forever Records are never removed (the default).

Workforce Record Manager Users Guide

Copy, Purge, and Archive

Copies a specified amount of data, based on a date range, from a source

Permanently removes a specified amount of transaction data, based on a

Accessing archived data

Record LocatorLets users access databases that contain archived data.

Locator EditorMaintains the Record Locator; information stored in the

Workforce Record Manager Users Guide

Copying setup data

Save the time of manually re-entering setup data on multiple databases.

Allow you to update a number of setup data policies all at once.

Using Setup Data Manager

Understanding the archive processes on page 12

Accessing archiving components on page 17

Determining your archiving strategy on page 20

Archiving best practices, maintenance, and troubleshooting on page 28

Understanding the archive processes

Copy All Data

Setup data and

Data is not deleted

Data is added to data Data is deleted from Data is added to data

Data is deleted from Data overwrites

Note: Another type of data is managed by the archiving products Record

Understanding the archive processes

Copy All Data

Workforce Record Manager Users Guide

Understanding the archive processes

Purge with Purge Override Access Control

Stop the timekeeping products Background Processor.

Disable Event Manager:

Workforce Record Manager Users Guide

Restart the system server.

Disconnect all system users.

Stop the Device Manager, if applicable.

Accessing archiving components

Accessing archiving components

Workforce Record Manager Users Guide

User accounts and access control point settings

Archiving product access

Accessing archiving components

Access control points

Allows the user to cancel an in-process or paused archiving

Allows a user access to the Record Locator screen, which

Allows a user to configure information that allows users to

Allows the user to delete databases that are no longer in use.

Workforce Record Manager Users Guide

Determining your archiving strategy

How much data to archive