I like to answer the really good and broad-focused emailed questions through articles on this site. The following is one such emailed question:
In Business Objects is there any way to archive historical object instances?
We need to keep objects for several years, but don’t want to keep so many objects available on the server as we are running out of space on our server. We only want to keep a years worth available to the users. We want to keep only a few of them and rest of the instances be archived. The instances are of all kinds.. Microsoft Excel, txt, Crystal, pdf…etc
BIAR File Backup
One of the cleanest ways to backup almost anything in Business Objects XI is to use a BIAR file backup (Business Intelligence Archive Resource, pronounced by most like the word “beer”). In Business Objects XIR2 this is easily accomplished using the Import Wizard tool. Essentially you set the source to be your source environment and the target to be the new BIAR file. Then you proceed to select the objects you desire to backup and don’t forget to check the checkbox for instances if you want to retain them.
BIAR files are compressed and they are generally not usable without Import Wizard. If you desire to restore a report from the BIAR file backup then you must be prepared for some consequences. Restoring from BIAR file backups will NOT create new instances of your objects unless you specify these options in Import Wizard (use MERGE and have duplicates renamed), otherwise your newer objects could get overwritten. Often, it is a safer idea to have a sandbox environment to which you restore the files you want. Please not you can pick and chose the objects you want, but the instances are an all or nothing option only.
Import Wizard Tricks
If you are familiar with Import Wizard there are some cool things you can do with it. For example, you can set the source and destination to the same environment and you can use the MERGE option (with rename duplicates) to create identical copies of your objects. Also you could use it to move copies to another “archive” environment.
Working the File Repository System
If you have played with Business Objects XI’s FRS at all then you know that it is a huge pile of sub-folders and finding a specific document is like finding a needle in a haystack. I recommend against trying to access the file directly as this will consume much time and it will usually be difficult to keep track of which document is which.
Scheduling Non-BO Delivery
As instances are created you could schedule them for delivery to email, FTP, or UNC (file shares). This may not be preferable for various reason, but I thought I should add it.
Really, these are the only archive methods that I have used or experimented with. Please leave any comments of other methods that you have successfully used. The question above is from a real person who needs our help.
Tags: Archive, Import Wizard
July 6th, 2009 at 8:34 pm
I have been looking looking around for this kind of information. Will you post some more in future? I’ll be grateful if you will.
August 5th, 2009 at 8:37 pm
Julian:
I am a reader of your site for sometime. I love it. It really helped me at my work.
Quick question regarding this BIAR. Creating a backup of Universes to BIAR file will still retain Universes’ CUID am I right?
Say for example, I create a BIAR of Universe1. I have made changes to Universe1 and want to go back to old copy. I can delete the Universe1 and bring it back from BIAR, this should not in anyway affect my reports am I right?
Thanks in advance.
Bala
August 6th, 2009 at 1:35 pm
Thanks for the feedback! Glad you find it useful!
If I were you I would NEVER delete a universe that has any reports attached to it. The better option would be restore from the BIAR file and let the CMS handle the replacement completely. If you have doubts that it restores correctly you could always add a comment or something to the description of the universe version you wish to replace and then after replacement verify that the comment ha disappeared (since it is not in the BIAR file back-up).
If you do this then, yes, the CUID should be restored exactly as it was and all reports bound to the replaced universe should continue to be bound to it (since the CUID remains identical). Test it out, of course this is the best way to ensure you handle things properly and you can have confidence in the procedure and backup.
Thanks, Julian
August 12th, 2009 at 10:27 pm
Hey Julain,
I found this Website really interesting and distinct in the depth of information you provide.
I have a couple of questions on top of this article.
I have specific requirements to archive my reports for fixed number of years. After this, say 5 years, does any BO tool has capability to automatically purge the report from Repository. The Users should not be able to view any instance older than 5 years through InfoView.
Also we want to retain some instances which might be required for Auditing purposes. A 10 year old report may be requested by Auditors, which should not replace any other existing report, and to be removed once it’s purpose is met. We believe a Document managment tool can only help.
Any inputs from you on the BO front will be much helpful for us.
Thanks in advance !!
August 13th, 2009 at 1:21 pm
Hey Ram,
Interesting requirements. There is a time expiration for instances. This is set in number of days in CMC at the folder section. In BO XI 3.1 it seems that number 999999999 is acceptable, but I didn’t test to see if it actually works.
I am not sure if BO XI 3.1’s Life Cycle Management tool will archive your instances (through version control). Therefore, your best bets are BIAR file backup (include the instance option) or open that desirable instance and save it to a protected folder with a unique name identifying the nature of the instance.
Please remember that instances are not treated the same as reports so even tools like Import Wizard and LCM will not really give you individual, specific instance access.
I hope this helps. By the way, thanks for the positive feedback on the site! Julian
October 15th, 2009 at 2:01 pm
Hi,
Regarding BIAR file, I am using Import Wizard to take the backup of CMS on regular basis. What?????? Import Wizard for backup?????
Yeah, I have to because apparently that’s the only way to reproduce any report or universe which is mistakenly deleted by users. Yes, I can use last days file stores since they are backed up but that would require full restore. Import Wizard gives flexibility to choose at object level.
Q1: Is there any other mechanism to perform backup and still be able to restore specific objects?
Q2: I have to manually run the Import Wizard daily and provide the same parameters again and again. Is there a way to schedule it providing parameters somehow? (capturing the user input could be an idea but really not sure if it would work fine, or even how it would work)
Ideas please!
Thanks,
Oace
October 16th, 2009 at 2:57 am
To the best of my knowledge…
Q1: No, sorry.
Q2: Nope, but you might be able to get some macro recording application to be able to do it for you. I am not sure.
Sorry, I really hope I am wrong, but I have asked the same questions of others and received these answers.