Managing Archives

Managing Archives

Overview

Archives created in earlier versions of E-Rkive (v2.2 and earlier) can be loaded but will be READ ONLY. These will be referred to as Version 1 (or V1) Archives. Archives created with E-Rkive 3.0 and higher will be referred to as Version 2 (or V2) Archives.

Notes for existing users of E-Rkive

V2 Archives are far more configurable can be searched 100+ times faster and more scalable than their V1 predecessors. You will find great benefits by migrating your existing V1 Archives into V2 Archives. For example, with the configurable limits available in V2 Archives (Pro or Business version) it is possible to get around 20 (or even more) V1 Archives into a single V2 Archive. Also, only basic searching is available in V1 archives.

Description Version 1 Version 2
Archive file name EmailArchive.dat EmailArchive.ekdb
Can be created No Yes
Can be loaded/opened Yes Yes
Can be edited No Yes
Can be renamed No Yes
Can be moved up/down Yes Yes

 

Options for managing Archives are found under the File Menu, on the toolbar or by right clicking on the Archive node in the folder list. The following options are available.

  • Create an Archive
  • Open an Archive
  • Edit an Archive
  • Close an Archive
  • Rename Archive
  • Move Archive Up/Down

Create an Archive

Click the Create Archive icon or select File > Create Archive from the menu.


Figure 2
  • Location: The default folder is My Documents\My E-Rkives but you can select any folder
  • Archive Name: This name will be the name of the folder inside the location folder and will also be assigned as the internal Archive Name (the name that appears in the Folder list)
  • Archive Size: this setting is optional. You would only need to set this if you want to restrict the total size of the archive ie: to burn to DVD
  • Database Size: this setting applies to the archive database which only stores the text from each message. Its size is typically 5% - 15% of the total archive size but can vary from this. If you leave this field blank then the largest possible size is assigned.

An E-Rkive Archive should be created in a new folder, it should not be created in a folder where sub-folders or files already exist. By default, an archive contains the following folders:

My-E-Rkives folder

Logs: contains log files produced from archiving tasks
Archive Folders: contain files for each archive you create

Archive folder (ie Archive1)

Archive: contains the archive database and the message data file folders
Archive\ArchivedMsgs: contains the message data files
Tasks: Saved tasks that have been exported

To create an Archive, you select the folder that you want to create the Archive folder in (default is My Documents\My E-Rkives). The Archive folder will be the value of “ArchiveName” (default is “Archive1” or “ArchiveX” where ArchiveX does not exist). The Archive Name is also assigned as the internal Archive Name (name that appears as the Archive Name in the folder list). Keeping the internal and external Archive Names aligned helps to identify the folder where your archive is stored just by looking at its name.

Open an Archive

Click the Open Archive icon or select File > Open Archive from the menu.


Figure 3

The open file dialog form is set to My Documents/My E-Rkives as the starting folder. The file list is filtered to only display E-Rkive Database file names (EmailArchive.dat for V1 Archives or EmailArchive.ekdb'' for V2 Archives).

Your Archive databases are stored in the folder called Archive within the Archive folder (ie: Archive1).

When you select an Archive to open, it will be added to the bottom of the folder list.

Edit an Archive

Right click the Archive node in the folder view and select Edit Archive. Note that you cannot edit archives created with earlier versions of E-Rkive.

Properties that can be edit for an Archive are:

  • Archive Name - changes the internal name of the archive that appears in the folder list (not the folder the archive is installed in).
  • Allow Messages to be deleted - allows folders and messages to be deleted
  • Archive Size (Pro or Business version only)
  • Database Size (Pro or Business version only)

NOTE: when setting archive and/or database sizes, you are not required to set an Archive size but you must set a database size.

NOTE: If you wish to change the name of an Archive folder or move it to a new location you will need to exit from the Application AND Outlook as well. Once you have moved or relocated the Archive folder, open E-Rkive and use Open Archive to load it again.

Close an Archive

Right click an Archive node in the folder list and click Close Archive.

NOTE: E-Rkive must have at least one Archive loaded at all times. If you close the only Archive loaded you will be prompted to select another to open. If you close E-Rkive without an Archive loaded E-Rkive will load the default archive, or, if the default archive exists, it will load it automatically.

Rename an Archive

You can change the Archive Name that displays in the folder list.

When you create an Archive it asks for an Archive Name. This name is assigned to the folder on your computer where the archive files and folders are stored and it is also used as the internal name of the Archive. This is the name that appears in the folder list.

To change the name, right click the Archive node in the folder list and select Rename.

NOTE: If you wish to change the name of the archive folder, you must do this outside of the application, through Explorer. Be aware though that changing the folder name will break the connection to the archive and you will need to open it again from the new folder.


Figure 4

Enter a new name for the Archive and click OK. You can change the name as often as you like and it does not need to be unique in the folder list (although it does help).

Move Archive Up/Down

You can customize the order that Archives are displayed in the list. When Archives are created or opened, they are automatically added to the bottom of the list.

To move an Archive Up or Down in the folder list, right click the Archive node and select Move Up or Move Down.