The ILLiad Database Manager

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The ILLiad Database Manager is a tool that allows you to manage your ILLiad database by periodically deleting old data from your ILLiad database, including Transaction and Patron data.

  • Transactions can be deleted according to a time period specified in the Customization Manager.
  • Patrons can be deleted ONLY if they do not have any Transactions associated with them.
  • Patrons can also be blocked to prohibit them from submitting requests.

Important: Please be VERY aware that the ILLiad Database Manager is a tool specifically designed to DELETE data from your ILLiad database.

Functions of the ILLiad Database Manager

The Transactions Tab

The Transactions tab of the Database Manager is used to delete transaction-specific data from the system. From this tab, you can specify which transactions to delete from your system by Transaction Date and Process Type. The information from the following tables will be removed permanently. You cannot customize which fields are included or not included in the deletion.

When the Database Manager is run to delete Transactions information, it will permanently delete ALL information for the selected transactions that exist in the ILLiad database tables listed below.

  • Billing
  • BillingDetails
  • BorrowingInvoices
  • BorrowingPayments
  • BorrowingRequests
  • Citation
  • EMailCopies
  • ESPUpdate
  • History
  • Invoices
  • ISOBillingInfo
  • ISOControl
  • ISOExchange
  • LendingInvoices
  • LendingPayments
  • Notes
  • OriginalRequest
  • Resubmission
  • Tracking
  • Transactions

The Patrons Tab

The Patrons tab of the Database Manager is used to delete Patron/User/Customer-specific data from the system. From this tab, you can specify which users to delete or block from using your system. When the Database Manager is run to block users, no information is actually deleted from the database. The selected users are simply blocked from using the system to place new requests.

When the Database Manager is run to delete Patron information, it will permanently delete ALL information for the selected usernames that exists in the following ILLiad database tables:

  • Users(ALL)
  • UserAccounts
  • UserAccountsLink
  • UserNotes

The Other Tab

The Other Tab of the Database Manager is used to delete non-user/patron specific data. This includes:

  • Connector Sessions/Connector Details information: Contains information about what was downloaded and/or updated by the ILLiad Connection Manager on what date. This will permanently delete ALL information prior to the specified Deletion Date that exists in the ConnectorDetails and ConnectorSessions database tables.
  • Copyright Sessions information: Contains information about copyright royalty fees submitted to the Copyright Clearance Center through the ILLiad Client. This will permanently delete ALL information prior to the specified Deletion Date that exists in the CopyrightSessions database table.
  • Downloaded OCLC Borrowing Screen: The BorrowingRequests table stores saved OCLC screenshots captured by the ILLiad Connection Manager. This will permanently delete ALL information prior to the specified Deletion Date that exists in the BorrowingRequests database table.
  • Downloaded OCLC Lending Screen: The LendingRequests table stores saved OCLC screenshots captured by the ILLiad Connection Manager. This will permanently delete ALL information prior to the specified Deletion Date that exists in the LendingRequests database table.
  • E-mail Copies: This stores copies of all Emails sent via the ILLiad Client for each transaction. This will permanently delete ALL information prior to the specified Deletion Date that exists in the EventLog database table.
  • Eventlog information: This table stores information about various system events taking place in the system. These events include most system functions.
  • Invoice Sessions/Invoice Details information: These tables store specific information about any invoices generated using the ILLiad Billing Manager. This will permanently delete ALL information prior to the specified Deletion Date that exists in the ISOExchange database table.
  • Print Sessions/Print Details information: These tables contain information about which transactions were printed in each print session performed in the ILLiad Client. This will permanently delete ALL information prior to the specified Deletion Date that exists in the PrintDetails and PrintSessions database tables.
  • Web Sessions information: The table stores information about which web sessions were initiated by which customers. This will permanently delete ALL information prior to the specified Deletion Date that exists in the WebSessions database table.

Customization Keys Affecting the Database Manager

There are three customization keys, visible in the Customization Manager under System | Database Manager, that govern Database Manager functionality. These keys are safeguards to prevent the accidental deletion of important data.

DataManDeleteNonFinishedItems Enables/Disables the ability of the Database Manager to delete transactions that are not yet at a Finished status. The default value for this key is No, which means that you cannot delete unfinished requests by default. Example: Yes, No
DataManMinOtherDeleteDays Specifies the cutoff date for allowing the deletion of items on the Other tab of the Database Manager. The date specified must be earlier than the current date minus this value. The default value (366) would only allow deletions for dates prior to one year before the current date.
DataManMinTransDeleteDays Specifies the cutoff date for allowing the deletion of items on the Transactions tab of the Database Manager. The date specified must be earlier than the current date minus this value. The default value (1096) would only allow deletions for dates prior to three years before the current date.

 

 

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