Skip to content


Archiving - User guide

Sequoia v3.3

Overview

The ASM archiving solution removes data from Sequoia and adds it to the archive database.

All the documents and reports that were produced by Sequoia and any additional documents added by users are then available to view and/or print. These include a job report for each archived job (generated when the job is archived).

The following records are archived as part of this process:

  • Jobs
  • Customs Declarations
  • Shipments
  • Agent Inventory records
  • Consolidations
  • Transit Movements
  • Sales invoices/Credit Notes
  • Collection and delivery notes
  • Air waybills/Bills of Lading
  • Manifests
  • User added documents

Once the above records are identified and recorded in the archive, the data for them is permanently deleted from the Sequoia database.

IMPORTANT NOTE: The process of archiving data from Sequoia is not reversible.

Before You Start

Before you start to use the archiving service, there are a few things you need to do first.

  1. The service needs to be installed by running the Asm.Archiving.Installer.msi installer file.
  2. Configuration details need to be added before an archive can be created.
    • This can be done by accessing the 'Admin' page of the ASM Archiving web page using the password set up when you installed the service. See the Admin section (below) for more details.

Using the Archiving Web Application

ASM Archiving is a web based application, accessed by using the address configured during installation (if this has been changed you will need to get the address from whoever installed the application).

The default address is http://SequoiaServer:14555

The application will open in your web browser, at the 'Search Archive' page.

The Dashboard menu to the left of the page (as circled above) has three options:

  • Search
  • History
  • Admin

Selecting 'Search' from the dashboard menu will display the 'Search Archive' page as shown above.

The Archive Search Criteria can be added here to search through all existing Archives (circled above).

Search For:

You can enter any text here. The resulting search will display any records in the archive that match what you have typed.

   
These can be partial matches If you type BC then a job reference in the archive of ABC12345 will appear in the results.
The search is not case sensitive If you type bc then a job reference in the archive of ABC12345 will appear in the results.

Try to be as specific as possible. Typing only a small part of what you are searching for could result in a lot of records being displayed in the results.

For example, if you are searching for a declaration UCR of 8GB493948289000-ABC12345; if 8GB is added to the search for box, the results will display all DUCRs beginning with 8GB. Any jobs, agent inventory, shipment and consolidation records associated with those declarations will be displayed with the returned results.

Displaying Search Results

Once the search criteria has been added, click [Search]

The search results will be displayed in the list (as shown below).

The search results will include all records related to the search criteria. For example if the search results returned a declaration that matched a DUCR, and that declaration was linked to a job in Sequoia, the job would also appear on the list of results.

Once you have found what you are searching for, selecting the record in the list will show any associated documents (as shown).

Clicking on the selected document will open the selected report, as a PDF.

History

The history page shows the date/time that archives were started and completed, along with the date that the data has been archived up until.

Deleted archives will display that an archive has been deleted and the date the data was deleted up until.

Admin

The Admin page can only be accessed using the Admin Password, this will have been specified during installation.

The admin page allows:

  • Configuration of the archive
  • Archive data from Sequoia
  • Delete archive data

The configuration page will be displayed upon successful logon (as shown below).

Before an Archive can be run, the Configuration page will need to be completed.

Configuration

Data/Label Details
Sequoia DB connection string Required in order to extract and delete the data from the Sequoia database.
Sequoia Data Warehouse connection string Required in order to delete any declarations which are archived.
Document Repository Location The location to which archived documents are written.

Complete the required details and click [Set Config]. If the added data is correct a 'Configuration saved successfully' message will be displayed.

If there are errors, such as an invalid connection string, a message will be displayed explaining what data is incorrect.

Archive Sequoia

Once the configuration has successfully been saved, an Archive can then be created, by clicking the 'Archive Sequoia' tab.

Note: The ASM Sequoia Services will need to be running for an Archive to be completed.

The Archive Sequoia page will load where the date up to which you would like the data to be extracted and archived can be set.

Archiving Sequoia data is not a 'one time' process. Subsequent archives will add data to the same archive.

The [Extract and Archive] button will NOT be displayed until the Disclaimer has been read. Add the 'Extract and archive Sequoia data up to' date, and carefully read the Disclaimer. Once this process starts it is irreversible.

Read through the disclaimer and tick the 'I confirm I have read and understand the above information' checkbox. The [Extract and Archive] button will then appear.

Click [Extract and Archive], the Archive process will then begin. The progress will be displayed.

The archive process will archive one Sequoia record at a time to ensure a safe migration of the records being archived.

Stopping the archive process

The Archive can be stopped at any point by clicking the [Stop Archiving] button. Once the [Stop Archiving] button has been clicked, it will finish archiving the current record then stop.

NOTE: Stopping the archive process will NOT roll back data that has already been archived. Records that have been archived can be found using the Search Archive option. Any records not yet archived will still be available in to view via the Sequoia Client.

Archiving errors

If any errors occur during the archive process, they will be shown in the Archive progress section. The records which have failed, for whatever reason, will not be deleted from the Sequoia database.

We ensure that the data is safely archived before attempting to delete any related data from the sequoia database. This ensures that an instance of this record will either be stored in the archive database, or remain in the Sequoia database. For more information on why a record failed to be archived, refer to the ASM.Archiving.WebServer.log and search for the REF# given in the error message. The log file can be found in C:\ProgramData\ASM\Sequoia\LogFiles on the machine that ASM Archiving has been installed. Otherwise contact the ASM Helpdesk for further assistance. 

Delete Archive

The Delete Archive page allows you to specify the date up to which you would like the archiving data to be deleted.

The [Delete] button will not appear until the disclaimer has been read and the 'I confirm I have read and understand the above information' checkbox has been enabled.

Clicking the [Delete] button will permanently delete all data and associated reports from your Archive. You will not be able to search or access that data or any associated documents or reports again.

Installing the Archiving Web Service

Run the Asm.Archiving.Installer.msi installer file to install the ASM Archiving Service. Administrative rights will be needed.

It is recommended that the ASM Archiving Service is installed on the same server as the ASM Sequoia Services.

The archiving application uses MongoDB, a free and open-source cross-platform document-oriented database, to store archiving data.

When the installation has completed, the setup window will open.

The following table explains each field of the setup

Data/Label Details
Application URL and Port The URL (address) is the address which the browser will use to connect to the Archiving service.
Defaults to 'http://SequoiaServer' and port 14555
Web Socket Port The port used for 'callback' purposes.
Defaults to port 14556
MongoDB URL and Port These are used to build a connection string for the Archiving service to communicate with MongoDB.

Defaults to URL 'localhost' and port 27017 for a connection string of 'mongodb://localhost:27017'
MongoDB Data Location The location where MongoDB will store the archived data.

NOTE: changing this value after any Sequoia data has been archived will not migrate any existing archived data to the new location. In order to migrate the data, you must stop the archiving service, move the archive data manually to the desired location, then update the value in the above MongoDB Data Location prior to restarting the Archiving Service.
Override MongoDB Instance
MongoDB Connection String
Selecting this option will enable MongoDB Connection string field, allowing you to specify your own MongoDB Connection String.

NOTE: enabling this option will disable the MongoDB URL/Port & MongoDB data Location fields, as they are no longer required.
Administrator Password Password that will be used in the Archiving App to access the 'Admin' functions, i.e. Archive Sequoia Data.
ASM Archiving Service Service Start up mode will default to 'Automatic'
Service Account Specify a Service Account that has access to the SequoiaDB, SequoiaDataWarehouseDB and has Read & Write access to the Archive Document Repository.

When you have completed the setup click [Save].

Data Stored in the Archive

An Archive will store the following key information from the following records:

  • Jobs
  • Customs Declarations
  • Shipments
  • Agent Inventory records
  • Consolidations
  • Transit Movements
  • Sales invoices
  • Collection and delivery notes
  • Air waybills/Bills of Lading
  • Manifests
  • User added documents

The following data is stored for each of the above records.

Job

  • Job Reference
  • Customer Shortcode and Name
  • Consignor Shortcode and Name
  • Consignee Shortcode and Name
  • External References

Declaration

  • Trader Reference
  • DUCR + Part No
  • EPU, Entry No and Entry Date e.g. "120-123456X-17/05/2013"
  • MRN
  • MUCR
  • Consignor Shortcode and Name (From header or item level)
  • Consignee Shortcode and Name (From header or item level)

Shipment, Consolidation and Agent Inventory

  • Master
  • House

Job Costing

  • Sales Invoice Number
  • Credit Note Number

NCTS Movement

  • MRN
  • LRN
  • Consignor Shortcode and Name
  • Consignee Shortcode and Name