3.9 Item storage

You can move Items from the Item management database to the Item storage database when those Items are no longer relevant to the routine operation of the system. By storing past Items in the Item storage database, you can use these Items as a knowledge base to be consulted as needed. When viewing and searching for Items in JP1/Service Support, you do not need to know whether the Item is in the Item management database or the Item storage database.

Displaying Items stored in the Item storage database

Items stored in the Item storage database appear in blue text in the list of Items in the main window (Item list) and the List of item search results window. These Items also have a distinct editing status icon. The following figure shows an example of a main window (Item list) that includes stored Items:

Figure 3‒33: Main window (Item list) showing Items stored in Item storage database

For stored Items, commands that involve any operation other than viewing the Item, such as editing and deletion, are unavailable in the Action menu.

By using the Item Management window function, you can search for Items more efficiently by limiting the scope to Items that are more closely relevant to the task at hand. For details on the Item Management window function, see 3.2.3 Item Management window function.

Information stored in the Item storage database

The following information is stored in the Item storage database:

• Item information including escalation information and related information

• Files attached to the Item

Unit of storage in the Item storage database

The Item storage database manages Items on a storage area basis. In a given storage area, you can store Items created over a chosen number of years. You can store Items in a storage area as many times as you wish as long as the storage area has enough free space. Note that you cannot delete Items individually from the Item storage database. Items can only be deleted at the storage area level.

Using the Item storage database

When you store Items in the Item storage database, those Items are deleted from the Item management database. You cannot move a stored Item back to the Item management database. Before using the Item storage database, you need to consider aspects of its operation such as how many years of Items to store and the storage area in which to store them. For details on the matters you need to consider before using the Item storage database, see 5.13 Considering the Item storage database.

Functions usable with stored Items

The following table lists the functions you can use on Items stored in the Item storage database, and how they compare to the same function performed on Items in the Item management database.

Table 3‒44: Functions usable with Items in Item storage database and Item management database

Function	Item storage database	Item management database	Description
Item display	Y	Y	The function works the same way for Items in the Item storage database and the Item management database.
Item search	Y	Y	The function works the same way for Items in the Item storage database and the Item management database.
Item creation	N	Y	You can create and escalate Items in the Item management database.
Item editing	N	Y	You can edit Items in the Item management database.
Batch operations on Items	N	Y	You can change the status of Items in the Item management database in a batch.
Item deletion	Y	Y	You can delete individual Items from the Item management database. From the Item storage database, you can delete Items at the storage area level.
Item printing	Y	Y	The function works the same way for Items in the Item storage database and the Item management database.
Email notification	N	Y	Because you cannot create or modify Items in the Item storage database, you cannot use the email notification function with stored Items.
Exporting Item information to a CSV file	Y	Y	The function works the same way for Items in the Item storage database and the Item management database.
Status management	Y	Y	The function works the same way for Items in the Item storage database and the Item management database.
Command-driven database operations	Y	Y	There are differences in terms of the commands you can execute and the options you can specify for Items in the Item storage database and Item management database.

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