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How to archive files and folders in DMS

by Intuit Document Management System Updated 6 months ago

If you're noticing a significant speed issue when accessing DMS, you may want to use the DMS archive feature. Archiving removes old and unnecessary files from the database and stores them elsewhere.

  • Specifically, a database Data01a.dat file above 50 megabytes slows software performance dramatically.
  • You can store DMS folders in your C: drive, a flash drive, or Windows.

Before you begin

  1. It's absolutely vital that you use an office computer you won't need for at least a couple of days and is on an uninterruptible power source.
    • If you are uncomfortable with the considerable amount of time the process may take, contact your IT specialist for help.
  2. Make a copy of the database, move it to the computer you'll be using, then make another backup copy at a different computer in case of an interruption.
  3. Print any information for the client in the Issues tab as it won't be archived or saved.

To launch the archive feature

  1. Within DMS, click the file dropdown menu.
  2. Select Archive.
  3. Click Yes to start the Archive feature.
  4. The archive destination path will default to C:\Users\[username]Desktop\DMS Folder\.
    • This path can be changed by selecting Browse...
  5. In the Select Folders to Archive section, you can expand folders to select subfolders for archiving or collapse the view to remove all the documents within a folder.
    • When archiving by client file, DMS assumes the client is no longer in use.
      • All of the sub-folders/files will be archived and the client file removed from the database.
  6. To access your data after it's been archived, go to the destination path selected.
Workflow Add-On Document Management System

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