Locating files in Studio that failed to archive

When archiving files from Studio to Assets Server, it might happen that some files fail to archive. It is important to be aware of such failures and to rectify them. For this purpose, a Custom Search can be set up in Studio to locate these files on a regular basis.

This article describes how to set up such a custom search.

Configuration

For files that failed to archive, the Archive Status field is set to 'Failed'. This field and value can therefore be used for locating the files.

The Archive Status field first needs to be added to the query setup in Studio Server. Do this by following the steps in Customizing the Add Criteria list of a Custom Search in Studio for InDesign and InCopy.

Note: Queries for multiple products (Studio, Studio for InDesign, Studio for InCopy) are likely to be already set up. Make sure to select the query named 'Query Result Columns for Studio'.

Creating the Custom search

Create the Custom Search by following the steps in Using Custom Searches in Studio.

Use a descriptive name such as 'Failed to archive' and set the filter to 'Archive Status is failed'.

Running the search

When the search is run and files are found, make sure to view the results in List view mode and to have the Flag column added.

For the files that have been found, a red flag is shown in the Flag column. When hovering the mouse pointer over the flag, the tooltip shows the reason for the failure.

Use the Linked files panel to resolve any issues. The system administrator can then clear the Failed status from the Archive status field.