Archiving files added to your database
Important: Daylite & Billings Pro Self-Serve Support Ends February 28, 2019. Read Announcing Our Goodbye To Self-Serve for more information.
You can add a ﬁle to Daylite and link it to the contact, company, opportunity or project that it relates to. As you can imagine over time this will add to the size of your database. Combine this with DMA’s ability to save emails with the attachments in the database and you can see how fast a database could grow. While Daylite is optimized to handle this, efﬁcient use of these features is recommended though this is harder to regulate in larger companies with more Daylite users. As a convenience you can see a general list of stored ﬁles in your database at any time using a the File Archiver feature in Daylite Server Admin.
Note: To make changes, click the lock icon and enter the credentials of a Mac OS X administrator. The Daylite Server main switch needs to be set in the off position to run the archiver.
In Daylite Server 4, navigate to the "Databases" pane, and click the button for Run File Archiver.
In Daylite Server 6 and Daylite Server 5, navigate to the "Database" pane, click the 'Advanced button followed by 'Run File Archiver'.
A window will appear and present you with two options. As always we recommend backing up the database before performing any activities that have a permanent effect. This feature will auto-select backup and will run the backup before you make any permanent changes.
The File Archiver Window
Regardless of which option you choose, you will be asked to specify a ﬁle path next.
The ﬁle path can be a folder on your computer, external hard drive, or shared drive. Click the Edit button to browse and select the folder location. If you are unfamiliar with the term AFP you can learn about it here, however this is a more advanced option which may require the help of a technical implementer from the Marketcircle Experts Program.
This pane will show you a list of the ﬁles you have stored in Daylite. You can click the headers in the white space to sort by the kind, size, and date the ﬁle was added. Click the triangle to expand the view and reveal the ﬁles. On the right you can preview the ﬁle and see the additional details. You have two choices, you can delete ﬁles immediately by hitting the delete button, but keep in mind this is permanent and there is no trash to recover ﬁles from. Once it is gone the only way to get the ﬁle back is to restore a previously backed up database.
Archive Attachments to External Storage
This option is used when you know you want to archive the ﬁles in your database. You will be presented with two options, archive by modiﬁed date, or by completed and abandoned objectives (projects & opportunities). You can run both but you will need to do them one at a time. To clarify, a modiﬁed date of a record is updated when the record is put into edit mode, not necessarily when the last change was made so be aware of that before you archive. Clicking next will prompt a backup unless you unchecked this option, then once the process is complete the database will be optimized (which could take a few minutes) and you will be returned to the databases pane.
Depending on where you choose to archive the ﬁles, the path will look like this: