topic Re: Automatically Deleting documents after XX days in Alfresco Archive

Automatically Deleting documents after XX days

bertlitman — Fri, 19 Jun 2009 17:49:36 GMT

Our users are requesting the ability for documents(placed in a certain Share document library folder) to be automatically deleted 90 days after they are placed in the repository. How does one go about doing this?Thank you.

Re: Automatically Deleting documents after XX days

jpotts — Fri, 19 Jun 2009 18:27:37 GMT

The short answer is to use a scheduled action:
http://wiki.alfresco.com/wiki/Scheduled_Actions

For what you need, you would configure your scheduled action with a cron statement, a query that finds the documents in the folder that are over 90 days old, and an action that deletes the documents.

You should be able to piece together your Lucene query by looking at examples on the Scheduled Actions wiki page. If not, post a reply back here.

The action you want to execute is the "execute-script" action. You'll tell it to run a piece of JavaScript that resides in "Data Dictionary/Scripts". That JavaScript will use the JavaScript API to delete the document which is just one line:

document.remove()‍

So, when the scheduled action wakes up, it will fire off the Lucene query to find the old docs, and then it will run the JavaScript against the docs it finds.

Jeff

Re: Automatically Deleting documents after XX days

landerigeno — Wed, 05 Aug 2009 09:19:44 GMT

Hello:
I also have to create a schedule action that delete all documents older than two days but I can't find the correct sintax for the query, can you help me. I post the whole action

<bean id="findoldfiles" class="org.alfresco.repo.action.scheduled.CronScheduledQueryBasedTemplateActionDefinition">
        <property name="transactionMode">
            <value>UNTIL_FIRST_FAILURE</value>
        </property>
        <property name="compensatingActionMode">
            <value>IGNORE</value>
        </property>
        <property name="searchService">
            <ref bean="SearchService"/>
        </property>
        <property name="templateService">
            <ref bean="TemplateService"/>
        </property>
        <property name="queryLanguage">
            <value>lucene</value>
        </property>
        <property name="stores">
            <list>
                <value>workspace://SpacesStore</value>
            </list>
        </property>     
        <property name="queryTemplate">
            <value>@cm\:created:${luceneDateRange(-P20D, -P2D)}</value>
        </property>
        <property name="cronExpression">
            <value>0 0/1 * * * ?</value>
        </property>
        <property name="jobName">
            <value>jobA</value>
        </property>
        <property name="jobGroup">
            <value>jobGroup</value>
        </property>
        <property name="triggerName">
            <value>triggerA</value>
        </property>
        <property name="triggerGroup">
            <value>triggerGroup</value>
        </property>
        <property name="scheduler">
            <ref bean="schedulerFactory"/>
        </property>
        <property name="actionService">
            <ref bean="ActionService"/>
        </property>
        <property name="templateActionModelFactory">
            <ref bean="templateActionModelFactory"/>
        </property>
        <property name="templateActionDefinition">
            <ref bean="deleteoldfiles"/>
        </property>
        <property name="transactionService">
            <ref bean="TransactionService"/>
        </property>
        <property name="runAsUser">
            <value>System</value>
        </property>
    </bean>

    <bean id="deleteoldfiles" class="org.alfresco.repo.action.scheduled.SimpleTemplateActionDefinition">
        <property name="actionName">
            <value>script</value>
        </property>
        <property name="parameterTemplates">
            <map>
                <entry>
                    <key>
                        <value>script-ref</value>
                    </key>
                    <value>${selectSingleNode('workspace://SpacesStore', 'lucene', 'PATH:"/app:company_home/cm:Record_x0020_Management/cm:delete.js"' )}</value>
                </entry>
            </map>
        </property>
        <property name="templateActionModelFactory">
            <ref bean="templateActionModelFactory"/>
        </property>
        <property name="dictionaryService">
            <ref bean="DictionaryService"/>
        </property>
        <property name="actionService">
            <ref bean="ActionService"/>
        </property>
        <property name="templateService">
            <ref bean="TemplateService"/>
        </property>
    </bean>
‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍‍

Thank you

Re: Automatically Deleting documents after XX days

nancyaggarwal — Thu, 20 Jun 2013 05:38:15 GMT

Hi

Can you tell me the javascript code for this? My javascript is not working it is showing no nodes selected.

Thanks
Nancy

Re: Automatically Deleting documents after XX days

zladuric — Thu, 20 Jun 2013 06:39:52 GMT

It would be easier if you show us your code, maybe there are subtle errors we could help you spot?

Re: Automatically Deleting documents after XX days

nancyaggarwal — Fri, 21 Jun 2013 06:35:38 GMT

My javascript code is as below

function addMonths(date, months) {
date.setMonth(date.getMonth() + months);
return date;
}

var docs = search.luceneSearch("PATH:\"/app:company_home/st:sites//*\" AND @cm\\:modified:[addMonths(new Date(), -6)]");

for(var dest : docs)
dest.move(C:\Alfresco\alf_data\archive)

and
scheduled-action-services-context.xml

<?xml version='1.0' encoding='UTF-8'?>
<!DOCTYPE beans PUBLIC '-//SPRING//DTD BEAN//EN' 'http://www.springframework.org/dtd/spring-beans.dtd'>

<beans>

    <!–
    Define the model factory used to generate object models suitable for use with freemarker templates.
    –>
    <bean id="templateActionModelFactory" class="org.alfresco.repo.action.scheduled.FreeMarkerWithLuceneExtensionsModelFactory">
        <property name="serviceRegistry">
            <ref bean="ServiceRegistry"/>
        </property>
    </bean>

<!– run the script–>
<bean id="runscript" class="org.alfresco.repo.action.scheduled.CronScheduledQueryBasedTemplateActionDefinition">

        <property name="transactionMode">

            <value>ISOLATED_TRANSACTIONS</value>

        </property>

        <property name="compensatingActionMode">

            <value>IGNORE</value>

        </property>

        <property name="searchService">

            <ref bean="SearchService"/>

        </property>

        <property name="templateService">

            <ref bean="TemplateService"/>

        </property>

        <property name="queryLanguage">

            <value>lucene</value>

        </property>

        <property name="stores">

            <list>

                <value>workspace://SpacesStore</value>

            </list>

        </property>

        <property name="queryTemplate">

            <value>PATH:"/app:company_home/st:sites"</value>

        </property>

        <property name="cronExpression">

            <value>0 0/15 * * * ?</value>

        </property>

        <property name="jobName">

            <value>jobA</value>

        </property>

        <property name="jobGroup">

            <value>jobGroup</value>

        </property>

        <property name="triggerName">

            <value>triggerA</value>

        </property>

        <property name="triggerGroup">

            <value>triggerGroup</value>

        </property>

        <property name="scheduler">

            <ref bean="schedulerFactory"/>

        </property>

        <property name="actionService">

            <ref bean="ActionService"/>

        </property>

        <property name="templateActionModelFactory">

            <ref bean="templateActionModelFactory"/>

        </property>

        <property name="templateActionDefinition">

            <ref bean="moveoldfiles"/>

        </property>

        <property name="transactionService">

            <ref bean="TransactionService"/>

        </property>

        <property name="runAsUser">

            <value>System</value>

        </property>

    </bean>

<!–Execute the script–>

    <bean id="moveoldfiles" class="org.alfresco.repo.action.scheduled.SimpleTemplateActionDefinition">

        <property name="actionName">

            <value>script</value>

        </property>

        <property name="parameterTemplates">

            <map>

                <entry>

                    <key>

                        <value>script-ref</value>

                    </key>

                    <value>${selectSingleNode('workspace://SpacesStore', 'lucene', 'PATH:"/app:company_home/app:dictionary/app:scripts/cm:archive.js"' )}</value>

                </entry>

            </map>

        </property>

        <property name="templateActionModelFactory">

            <ref bean="templateActionModelFactory"/>

        </property>

        <property name="dictionaryService">

            <ref bean="DictionaryService"/>

        </property>

        <property name="actionService">

            <ref bean="ActionService"/>

        </property>

        <property name="templateService">

            <ref bean="TemplateService"/>

        </property>

    </bean>
   </beans>

In my log file it is showing no nodes selected

The problematic instruction is
${selectSingleNode('workspace://SpacesStore', 'lucene', 'PATH:"/app:company_home/app:dictionary/app:scripts/cm:archive.js"' )} [on line 1, column 1 in string://fixed]

Please help

Thanks
Nancy

Re: Automatically Deleting documents after XX days

mitpatoliya — Fri, 21 Jun 2013 11:28:05 GMT

Hi Nancy
First problem I see in your xml is I think you have not checked this note
<!– Note - FreeMarker ${..} entries must be escaped in Spring context files –>

in this line


<value>${selectSingleNode('workspace://SpacesStore', 'lucene', 'PATH:"/app:company_home/app:dictionary/app:scripts/cm:archive.js"' )}</value>
‍‍‍

you need to escape special charactes like "$" , "{" and "}"
so it would be like this


<value>\$\{selectSingleNode('workspace://SpacesStore', 'lucene', 'PATH:"/app:company_home/app:dictionary/app:scripts/cm:archive.js"' )\}</value>
‍‍‍

Re: Automatically Deleting documents after XX days

nancyaggarwal — Mon, 24 Jun 2013 05:43:00 GMT

Hi Mits

After making the above changes still my documents are not moving from the document library.

In log file it is showing error

ERROR [org.quartz.core.JobRunShell] Job jobGroup.jobA threw an unhandled Exception:
org.alfresco.error.AlfrescoRuntimeException: 05240000 SOLR queries can not be executed while the repository is bootstrapping

Nancy

Re: Automatically Deleting documents after XX days

mitpatoliya — Mon, 24 Jun 2013 06:26:33 GMT

well, this is because it is getting executed during bootstrap also and that is because your time duration in cron expression will executed it at each 15 min like 0,15,30 so on. Log which you see is related to first execution,But still if it should work properly during the second run when the server is started fully.

Re: Automatically Deleting documents after XX days

nancyaggarwal — Mon, 24 Jun 2013 06:54:09 GMT

For that i have changed my cron expression to 0 14 12 1 * ? *. Still my documents are not moving.
In alfresco.log there are no errors but in alfrescotomcat-stdout.log it is showing error:

ERROR [solr.tracker.CoreTracker] [SolrTrackerScheduler_Worker-3] First transaction was not found with the correct timestamp.
2013-06-24 12:10:06,081 ERROR [solr.tracker.CoreTracker] [SolrTrackerScheduler_Worker-3] SOLR has successfully connected to your repository however the SOLR indexes and repository database do not match.
2013-06-24 12:10:06,081 ERROR [solr.tracker.CoreTracker] [SolrTrackerScheduler_Worker-3] If this is a new or rebuilt database you SOLR indexes also need to be re-built to match the database.
2013-06-24 12:10:06,081 ERROR [solr.tracker.CoreTracker] [SolrTrackerScheduler_Worker-3] You can also check your SOLR connection details in solrcore.properties.
2013-06-24 12:10:06,081 ERROR [solr.tracker.CoreTracker] [SolrTrackerScheduler_Worker-3] Tracking failed
org.alfresco.error.AlfrescoRuntimeException: 05240000 Initial transaction not found with correct timestamp
at org.alfresco.solr.tracker.CoreTracker.checkRepoAndIndexConsistency(CoreTracker.java:1523)

Nancy

Re: Automatically Deleting documents after XX days

mitpatoliya — Thu, 27 Jun 2013 05:50:10 GMT

this error is not related to your scheduled action.
It seems like you have errors with your indices.

Re: Automatically Deleting documents after XX days

sangeetha — Thu, 30 Apr 2015 12:10:33 GMT

Hi,
Above discussion is useful to delete the files automatically from Alfresco. Also i want to delete a files in a particular folder which is inside of shared files. For clear understand: Delete files from shared files>Example1>Example2>example.ppt. Here i want to delete the example.ppt file automatically. How it is possible, please explain that concept and features. Thanks for your understanding.