Last date modified: 2025-Nov-12

Creating and running an Archive job

The archive function assesses a workspace’s primary and critical components and packages those components into an archive. ARM includes the following components:

  • workspace database
  • natives, images, produced images
  • processing
  • coding decisions
  • layouts
  • views
  • saved searches
  • extracted text
  • Review Center
  • Audit
  • dtSearch index
  • Structured Analytics
  • Conceptual Analytics

Creating an Archive job

Complete the following steps to create a new Archive job:

  1. Click New Archive at the top of the ARM Jobs page.
    New archive job page
  2. Configure settings in Source & Destination fields, Options fields, and Notifications fields sections.
  3. Click Save.

At this point, you can:

  • Click the Run Job button in the console to run the job manually.
  • Click the Delete Job button in the console to delete the job.
  • Click the ARM Jobs tab on the page to navigate back to the ARM Jobs list and view the newly created Archive job.

Source & Destination fields

Complete the following fields:

  • Workspace—select the workspace(s) from the drop-down list, or enter a workspace name in the search box that appears. You can select multiple workspaces simultaneously from the drop-down list. When you select multiple workspaces, ARM creates new archive job with the same settings for each workspace. If you schedule a start time with multiple workspaces selected, each job shares the same start time.
    • You need to have access to the workspace to create a job.
    • If you cannot select or save a job with a specific workspace, make sure you have access to that workspace and there is no Not Started/In Progress/Errored/Paused job for this workspace.
    • Workspaces in Cold Storage can be archived directly from the Workspace drop-down and do not have to be moved to an active state before archiving.
    • Only a single in progress job can exist for a single archive at a given time. If there is another archive job in progress for given workspace, you cannot select the workspace. You can create a job for workspace which has no arm jobs or arm job is in canceling status.
  • Archive Destination Directory—the file path to the archive directory. These locations are pre-configured and are displayed for selection. There may be one or many locations configured for archive storage.
  • Job Priority—select a priority of High, Medium, or Low for the job from the drop-down list. The job priority determines the order in which the ARM agents attempt to complete tasks for jobs that are running concurrently with other jobs.
    If multiple jobs are run at the same time, with the same priority, the job with the earliest creation date will be prioritized. Even if you create multiple archive jobs simultaneously, they do not share a simultaneous creation date. If two jobs do share a creation date, the priority is determined alphabetically.
  • Execution Type—select from the following options:
    • Manual—run the job manually from the Job List page.
    • Scheduled—run the job automatically at a specified date and time. When you select this option, the Scheduled Start Time field appears. Click inside the field, and then select a date and time from the calendar. You can schedule multiple jobs to run at the same time.

Options fields

Complete the following fields:

  • Include Database Backup—select this option to include the workspace database in the archive. The database will be backed up and placed in the archive directory. If you do not select this option, the database is not archived, and in order to restore the archive, you must manually restore the database on the target SQL Server.
  • Include Repository Files—select this checkbox to include all files in the workspace file repository, including natives, images, production, and files on file fields. Files imported from the load files or created in the workspace are considered Repository Files. Files published through Processing are not considered Repository Files.
  • Include Linked Files—select this checkbox to include files that are linked to the workspace, but that are not located in the workspace file repository, in the archive directory.
    • Currently, ARM does not support archiving and restoring with keeping links between workspaces.
    • Linked Files included in the archive will be placed into the restored workspace repository after a successful restore.
    • Linked Files will be any files marked as InRepository=0 in the File table which include files loaded with pointers.
    • If you exclude Processing from an archive, published files will be considered as Linked Files.
  • Missing File Behavior—select from the drop-down menu whether to skip missing Repository Files and complete the job or to stop the job when a missing file is encountered.
    • Skip File—if you select to skip missing files to keep the job running, a CSV file is provided after the job has completed so that you can review the files that were skipped.
    • Stop Job—if the job is set to stop on missing files, the first missing file will immediately stop the job, and that file must be placed in the expected location before the job can resume.
  • Perform Validation—select whether to perform a file validation on files copied to archive locations and database validation. After Repository and Linked Files are copied to the archive location, ARM will verify if those files are present in the archive location and the missing file list is completed if needed.
  • Include Processing—select this checkbox to include Invariant/Processing data in the archive directory.
    • When you enable this, ARM takes all information from both the Store database and the primary Invariant database relevant to the jobs in the Store. It also packages all discovered files, including non-repository files, from the Invariant data source location.
    • You must have the Processing Migration Agent installed and enabled in order to use this option. If that agent is disabled, you will receive an error when you attempt to archive.
    • To archive processing data, the Temporary directory field on the Worker Manager Server object in Relativity associated with the workspace in which you're processing data must display the BCP path and a server name, not just local host.
    • You should not have any processing jobs, such as inventory, discovery, or publish, running in the workspace you are archiving while performing the processing archive job.
    • If you receive an authentication error during the archive job, verify that the IdentityServerURL entry in the Invariant AppSettings table contains a valid address with a fully qualified domain name.
    When Include Processing is not selected, be aware that ARM will not archive Invariant database or discovered files, and published files will be treated as Linked Files. Also, you will not be able to process any data, such as documents, sets, profiles, from the source workspace in the restored workspace because it was not included when archived. Additionally, if you do not plan to use Processing after restoring, but you need a copy of published files, then do not select Include Processing and select Include Linked Files under the Options section.
  • Include Audit—select this checkbox to include audit data.
  • Include dtSearch—select this checkbox to include dtSearch indexes in the archive directory. If dtSearch indexes exist in the workspace, but you do not select the option to include them, when the workspace is restored, those indexes will cease to function and will need to be removed and recreated from scratch. It is very important to archive dtSearch indexes if you want to keep them.
  • Include Analytics Indexes—select this checkbox to include Analytics indexes in the archive directory.
  • Include Structured Analytics—select this checkbox to include structured analytics sets such as email threading, language identification, etc.
  • Include Extended Workspace Data—select this checkbox to include all admin scripts, non-core applications, and standalone resource files as exports in the archive directory. This option should be selected to preserve the status of a Repository workspace when restored.
    The Repository Workspace application will be included in the archive created when you select Include Extended Workspace Data.

Notifications fields

Complete the following fields:

Specific email notification settings can be configured on the Configuration page. However, selecting these two options will register the Job Creator or Job Executor for all of them. You will not receive redundant alerts. For example, if you are the job executor, you will not receive the Job Started notification.

  • Notify Job Creator—select this checkbox to notify the job creator by email when the job is started, paused, or canceled, or when the job completes successfully or fails in error.
  • Notify Job Executor—select this checkbox to notify the job executor by email when the job completes successfully or fails in error.

Running an Archive job

After you click the Run Job button for an already existing Archive job, ARM will display job in progress screen with main status of the job, detailed stage part, archive settings, and actionable panel on the right.

Running an archive job

On the top of the page, you can see the job's phase overall status with the following information:

  • Status—status of the job.
  • Time Elapsed—the time elapsed since the job was started.
  • Phase—displayed if the archive job is in Validation, Archiving or Reporting phase.

ARM job is divided into three main phases that are comprised of multiple stages. You can click on a phase to expand all stages inside. Stages in a phase are executed simultaneously.

Job phases and stages

When running an archive job, phases and stages are as follows:

  1. Validation—ARM verifies different workspace and environment components to establish if the workspace is ready to be archived.
    1. Archive Preparation
    2. Environmental validation
    3. Application Data Migration
  2. Execution—ARM creates a copy of the workspace in the archive directory.
    1. File migration
    2. Data archiving: Database backup
    3. Data archiving: Application and scripts
    4. Archive components queuing
    5. Application Data Migration
  3. Reporting—the core archiving process is completed and the application is gathering statistics, verifying content, and preparing missing and malware file lists.
    1. Statistic gathering
    2. Missing and Malware files list preparation
    3. File repository folder validation

In the actionable panel on the right, you can do the following with a currently running job:

  • Pause job—status of the job will change to Pause Requested. When pause is requested, job will continue executing tasks and will pause after the stage is completed. This provides a stable location to continue processing from if you retry the job.
  • Cancel job—when a job is canceled, it will continue executing tasks until it reaches a safe spot to cancel. If a job is in 'Canceling' status, you can already create a new job from the same workspace.
  • Download logs—click the Download Logs button to download a report on the job in .txt format.

When an Archive job finishes, ARM displays a summary page. For details, see Summary page.

Job statuses

An Archive job can have several statuses:

  • Not Started—job has been created but not run. You can run the job or delete it from ARM.
  • Execution requested—the job has been initialized, and it is waiting for resources to be picked up.
  • In Progress—the job is running, and detailed progress can be reviewed on the page.
  • Processing with Errors—one or many tasks in the job errored but other tasks in a stage are still in progress. When all tasks re complete, job status will change to Errored and you can Retry it.
  • Errored—the job encountered an error, you can Retry Job to restart it or click Cancel Job to stop it.
  • Cancellation—when you cancel the job, initially, job status will change to Cancellation requested. When it reaches the save spot to cancel, the status will change to Cancellation Complete.
  • Paused—when you pause the job, initially, job status will change to Pause Requested. When it is safe for the job to be paused, the status will change to Paused. You can re-submit the job, and it will continue from the moment it was paused.

Summary page

Completed ARM jobs can be reviewed on the Summary page.

Archive job summary page

Job Statistics section—presents the number of workspace, archive, skipped, and malware items in the archive job. These items are displayed for the following file types:

  • Document Repository Files—the number of Repository Files archived. That includes all the files, except documents published by Processing.
  • Document Linked Files—the number of Linked Files archived. If ‘Include Processing’ was disabled, then all files published by Processing will be calculated as Linked Files.
  • Non Document Repository Files—the number of non-repository files archived. Files attached to Relativity objects in the workspace but not to documents are called non-repository files, such as placeholder and file type icon.
  • Processing—the number of Processing files archived.
  • Structured Analytics—the number of structured analytics files archived.
  • Review Center—the number of files archived for Review Center application.
  • dtSearch Indexes—the number of dtSearch indexes archived.
  • Analytics Conceptual—the number of conceptual analytics files archived.
  • Audit ECA—the number of Audit records archived.
  • Data Grid File System—the number of Data Grid files archived. That included files related to Data Grid enabled fields, for example, Extracted text.

During an archive job, if ARM cannot find a file in File repository, the file will be reported as Skipped. During an archive and a restore job, if Relativity detects a file as a potential malware file, ARM will report the file as Malware File.

Source & Destination section—displays the following information for each job:

  • Status—jobs can have the following statuses:
    • Cancellation Complete—a successfully canceled job cannot be retried.
    • Complete
  • Job ID—the identification number of the job.
  • Job execution guid—additional identification number for the job.
  • Workspace—name of the workspace selected for the job.
  • Archive Destination Directory—location of the archive folder.
  • Job Priority—priority selected for the job.

Also, you can display job settings in Options and Notification tabs.

Action History section—displays history and detailed information on users’ interaction with the job.

In the actionable panel on the right, you can:

  • Download Malware File List—if ARM detects Malware Files during Archive, you can click the Download Malware File List button to download a .csv file containing a list of the malware files.
  • Download Missing File List—for Archive jobs, if any of the files in the job were missing, you can click the Download Missing File List button to download a .csv file containing a list of the missing files.
  • Download Logs—click the Download Logs button to download a report on the job in .txt format.
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