Activant Acclaim

Utilizing the Automatic File Expansion Feature

Acclaim System Administrator suite

This class is designed for…

System Administrators and other personnel who are responsible for maintaining theirActivant file system

Overview

This course will teach how to manually expand a file, how the automatic file expansion procedure works, and how to incorporate the automatic file expansion procedure in their GOODBYE JCM.

Objectives

Determine if a file needs to be expandedManually expand a file or group of filesUse the Full Check procedure for automatic file expansionsModify the GOODBYE JCM to incorporate automatic file expansionsAdd a branch and a location

This course will NOT cover…

AIX full files and file systems

What is a Full File?

Number of records = Maximum number of records

FILE – VENDD# of Records = 1349Max # of Records = 1535

Full File? No (88% full)

FILE – CUSTD# of Records = 2986Max # of Records = 2986

Full File? Yes

Example:

What To Do About a Full File

Delete dataDelete obsolete recordsExample: CUSTD is full. Delete records for inactive customers

Expand fileEnlarge file so more data can be storedExample: CUSTD has a max of 2986 records. Expand to 3600 records (83% full)

File Sizing Considerations

How many records are currently being used? What is the maximum number of records?How many records are free?What is the ratio of data to records in the file? How much space do you need?

File Expanding Example #1

Adding a New Vendor Lineto the Catalog File

The catalog file (CTLGD) is currentlyusing 20,500 records out of a possible

25,000 records.The vendor line being added

has 12,000 items. Each new item requires 1 record

in the CTLGD file.

File Expanding Example #1

The catalog file (CTLGD) is currently using20,500 records out of a possible 25,000 recordsThe vendor line being added has 12,000 itemsEach new item requires 1 record in the file

1. # of records = 20,500 2. Maximum # of records = 25,0003. Free records = 25,000 - 20,500 = 45004. Data:Records = 1:15. Space needed = 12,000 items (12,000 records)

File Expanding Example #11. # of records = 20,500 2. Maximum # of records = 25,0003. Free records = 25,000 - 20,500 = 45004. Data:Records = 1:15. Space needed = 12,000 items (12,000 records)

12000 recs. needed- 4500 recs. free

7500 recs. to add

25000 current recs.+ 7500 recs. To add.32500 new max. recs.

Suggestion: Expand 10% more than needed so file

will not immediately be full

32500 new max recs. + 3250 additional 10%35750 recs. to expand to

File Expanding Example #2

Storing More Item Ledger History

The Item Ledger transaction history file (ILDGD) is currently using 200,000 records out of a maximum 225,000 records.16 months of item ledger transaction history is currently stored, but you would like to store 24 months of history.

File Expanding Example #2

The Item Ledger transaction history file (ILDGD) is currently using 200,000 records out of a maximum 225,000 records.16 months of item ledger transaction history is currently stored, but you would like to store 24 months of history.

1. # of records = 200,000 2. Maximum # of records = 225,0003. Free records = 225,000 - 200,000 = 25,0004. Data:Records = 16 months:200,000 records5. Space needed = 24 months

File Expanding Example #21. # of records = 200,000 2. Maximum # of records = 225,0003. Free records = 225,000 - 200,000 = 25,0004. Data:Records = 16 months:200,000 records5. Space needed = 24 months

200,000 records÷ 16 months

12,500 recs. /month

12,500 recs./month× 24 months300,000 records

Manually Expanding a File

Can expand one file or several files at a timeFile expansions are done at the Utility Command

System stoppedUnits online

Activant Web Support solution #60 lists step-by-step instructions for manually expanding one or more files

Manually Expanding One File

Utility commandEX for EXpand Unit where file to

expand is locatedFile to expand

Current file info.New maxnumber of records New file info.

Type “OK” tostart expansion

Manually Expanding Several FilesUtility commandEC for Expand CommandsE^1 ~ expansion queue on hold

Q ~ start queuing Use EX command to input each file that needs to be expanded

More expansion commands

OK ~ expansions ready

E^0 ~ expansion queue off hold, start expansions Q ~ quit program

Automatic File Expansions

Notify user offull files

Print Full FilesReport

Acknowledgefull files

Print QueuedExpansions Report

Files expanded during next GOODBYE

Notify User of Full FilesDesignate a user to be notified when there are full or near full files

Notify user offull files

Print Full FilesReport

Acknowledgefull files

Print QueuedExpansions Report

This is part of the GOODBYE JCM

Job... FULL-CHECK

Files expanded duringnext GOODBYE

Notify User of Full Files

Notify in 3 different ways: Activant user ID ~ P21Port number ~ -p 0AIX user ID ~ -u mltDo you want to be notified even if there are no full files?

Do you want a report listing the files that are full or near full?

Can notify more than one person

Print Full Files ReportReports all files that are becoming full or are full

Job... FULL-CHECKNotify user offull files

Print Full FilesReport

Acknowledgefull files

Can print either:

• When notifying user of full files

• Before acknowledging full files

Print QueuedExpansions Report

Files expanded duringnext GOODBYE

Full Files Report

System-suggested expansion informationCurrent file information

Alternatives to expanding

Full Files ReportFile full or near

full

Unit where

file reside

s

Current and max.

# of records

How full the file is

File is flagged for report at this % full

File description

Actionto take to reduce # of records

Suggested new % full

# of temporary

tracks needed for expansion

Suggested new # of records

# of tracks needed for expansion

Acknowledge Full FilesIndicate which files should be expanded

Job... FULL-CHECKNotify user offull files

Print Full FilesReport

Acknowledgefull files

Print QueuedExpansions Report

• Each file on the Full Files Report will be presented

• Accept or delete each file

• Determine how large to make a file

Files expanded duringnext GOODBYE

Acknowledge Full Files

Command line

5 options:

1.Enter new maximum number of records ~ only up to 1.5 times

current size

2.Expand file

per specifications~ Entry is accepted ~Must use with all options

3.File will be

deleted from Full Files List

(for this session only)

4.Terminate

the acknowledge

process ~ Previous entries ignored

5.Indicate how full the file will be after expansion, i.e. 60%

Print Queued Expansions ReportLists each file that is queued for expansion

Job... FULL-CHECKNotify user offull files

Print Full FilesReport

Acknowledgefull files

Print QueuedExpansions Report

Can print either:

• After acknowledging full files

• Using menu option

Files expanded duringnext GOODBYE

Queued Expansions Report

These files are queued to be

expanded, per the

specifications on the report

• Expansion tested after report is printed during acknowledging phase

• Determines if unit has enough space for expansions

Files Expanded During Next GOODBYE

Files expanded duringnext GOODBYE

Notify user offull files

Print Full FilesReport

Acknowledgefull files

Print QueuedExpansions Report

GOODBYE JCM needs to be modified to include the automatic file expansion procedure

Three (3) job streams and specs need to be added:

Job Stream Spec Name

FULL-CHECK EX_FILE

**UT EX_FILE1

FULL-CHECK EX_FILE2

Adding File Expansion Specs to GOODBYE

Rules for placement of file expansion job streams and specs in JCM:Must be after the Copy specMust be after the Verify specShould be before the Mismatch

specSystem needs to be stoppedFiles need to be online

EX_FILE Spec

Allocates any necessary unit space required for the queued expansions

Job = FULL-CHECK

EX_FILE1 Spec

Expands the files in the queue according to the specifications

Job = **UTExpansion commands

OK ~ expansions ready

Q ~ quit program

Verify files

EX_FILE2 Spec

Clears expansion queue, initializes necessary data files, checks for full files, and notifies the designated user of findings

Job = FULL-CHECK

EX_FILE 2 Spec

Notify designated user of full files

Menu option #1 - Notify user of full files

Example of how to notify 2 users

Prompts/Replies 4 through 7 repeated with a different user

specified

FILE-EXPAND Module

Means to arbitrarily expand filesMay expand files that are not yet fullMay expand to more than 1.5 times the current size

Files queued for expansionAdd branches and locationsMust be logged in as P21 Q-MODE must be enabled

FILE-EXPAND Module

Use to expand data files and add branches & locations

Use to expand x-ref files

Lists files queued for expansion

Deletes the queued files

Determines if queued expansions will fit onthe unit Reserve space on the unit

for queued expansions

Change unit size to accommodate queued expansions

Step 1: Type file name to be expanded

Select Generation FileUse to expand data files

All related cross-reference files will automatically be presented

for expansion

Example

The catalog file (CTLGD) is currently using5300 records out of a possible 7500 records.

A new vendor line, with 2500 items, needs to added. The file needs to be expanded to 9000 records.

Select Generation FileStep 1: Type file name to be expanded.

Step 2: File information is presented. Enter new number of records.

Enter 9000 here

Step 3: New file size information is calculated. Press “A” to accept.

Press “A” here

Select Generation File

Step 4: Cross-reference files automatically presented with system-calculatednew number of records. Press “A” to accept each file.

System calculates new number of records based on new size of data

fileCatalog cross-reference file

Press “A” here

Select Any File

Use to expand any file, typically cross-reference files

Related cross-reference files will NOT be presented for expansion

Example

In error, the vendor name cross-reference file, VNAMEX, was not expanded along with the vendor data file and other cross-reference files. This file

needs to be expanded to 500 records.

Select Any FileStep 1: Type file name to be expanded.

Step 2: File information is presented. Enter new number of records.

Enter 500 here

Step 3: New file size information is calculated. Press “A” to accept.

Press “A” here

Add Branches & Locations

Step 1: Edit the number of branches and/or locations.

Where: Company / Information / Address

Edit to include new number of

branches/locations

Step 2: Use FILE-EXPAND Select Generation file option to expand necessary files.

Type “BRANCHES” to add more

branches

Type “LOCATIONS” to add more

branches

Add Branches & Locations

Step 3: Accept all files presented by the system.

Press “A” here

Step 4: Files expanded during next GOODBYE.

Step 5: Set up new branches/locations.

Where: Company / Information / Branch Maintenance (or Location Maintenance)

Summary

Determine if a file should be expandedManually expand filesUse the Full Check procedure for automatic file expansionsModify the GOODBYE JCM to incorporate automatic file expansions Add a branch and a location

For More Information…

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Acclaim System Administrator Suite

1. Introduction to JCMs2. JCM Tips, Tricks, and Troubleshooting 3. Introduction to Macros4. Understanding File Systems and Software

Utilities5. Utilizing the Automatic File Expansion

Feature of Activant Acclaim6. Improving Company Communication with

Activant Acclaim E-mail and Workflow7. Protecting Your Technology Investment

with Acclaim Security