infoAdvantage: Deletion of Inbox Documents

In a previous publication of the eMARS Newsletter (Issue 16 published Sept. 27), the article titled infoAdvantage:  Purging Reports Prior to Saving/Publishing instructed users to begin saving report data to a local network directory on their own computer; then purge the data in the report prior to saving it within infoAdvantage.  To obtain current data the report may then be refreshed as needed.  The newsletter article in its entirety may be located on the eMARS Web site @ http://finance.ky.gov/internal/eMARS/newsletter/Sept+07/.

At this time, all users who utilize the infoAdvantage (Webi) or Business Objects (Thick Client) reporting tools are required to purge data from all reports they have created and are currently storing in infoAdvantage.  This includes those reports stored under the links for Shared, Personal and Inbox Documents.  Statewide Accounting Services (SAS) has been alerted that the report storage has become increasingly large.  As a result, to help alleviate potential storage space issues, SAS has also implemented the following process: 

• SAS will delete reports that are older than 30 days from users’ Inbox Documents on the first business day of each month.  ONLY INBOX DOCUMENTS WILL AUTOMATICALLY BE DELETED.  IMPORTANT NOTE:  Once reports have been deleted from the Inbox Documents they cannot be restored.
• CRC will post an alert on the eMARS News and Alerts Web site and send out an e-mail notice approximately one week prior to the deletion of the reports to the eMARS Agency Implementation Leads (AILs), the eMARS Report Developers and the eMARS Thick Client Users e-mail distribution lists. 
• Users will be responsible for saving reports from their Inbox Documents to their Personal Documents if the report is needed for future use.  Users will also need to purge data from the report if a saved copy of the report is needed. 

Prior notice of this action was sent via e-mail to the Report Developers, AILs and Communication Leads on Friday, Oct. 12, 2007 @ 3:35 P.M.  If you have questions regarding anything covered in article, please contact the CRC via e-mail @ Finance.CRCGroup@ky.gov.