Regarding Response Procedures for Exceeding Cloud Contract Capacity

Introduction

In the cloud version of i-Reporter, a "server storage contract capacity" is defined for each contracted environment.

【Server Storage Contract Capacity】 　Number of contracted users × 2GB 　※ This does not apply if you have separately contracted for additional capacity.

You can check your contracted capacity and current usage in the "Settings" > "License" section of ConMas Manager.

From version 8.2.26020 of ConMas Manager, an alert message will be displayed at the bottom right of the ConMas Manager screen when the usage rate of the "server storage contract capacity" exceeds 70%.

To prevent exceeding the capacity, please refer to the procedures in this manual and take appropriate actions.

Data Causing Capacity Issues

The data causing capacity issues can be categorized into the following two types:

• Data stored in the database This is measured as "Database Usage Capacity" in the "Settings" > "License" section. This includes Template Form, Input Form, Master Data, library files, etc.

• Files in the output folder (the destination folder for automatic file output) This is measured as "Directory Usage Capacity" in the "Settings" > "License" section.

To reduce data capacity, it is necessary to delete the data causing the capacity issues.

This manual provides instructions on how to delete "Input Form," which often occupies the majority of the capacity, and how to delete files in the output folder.

Precautions

Please review the following precautions before proceeding.

• Physically deleted data cannot be restored Download any necessary data in advance and store it in a location other than i-Reporter. Also, be careful not to delete data that you wish to keep.

• Please consider the server load Performing operations on a large amount of data at once can place a load on the entire system. When downloading or deleting data, please follow the precautions outlined in each procedure.

• If you are using MotionBoard Cloud integration, please note the following: When deleting Input Form that is subject to MotionBoard Cloud integration, the integration process will still operate even if "Automatic Record Deletion: Do Not Use" is set.

  If a large number of forms are deleted in a short period, it may take time for the MotionBoard Cloud integration to process. Therefore, it is recommended to perform this operation during hours that will not interfere with production operations.

Flow of Deleting Input Form

The flow for deleting Input Form is as follows. To ensure safe operation, please follow the steps to delete Input Form.

1

Downloading Input Form

Physically deleted data cannot be restored. Please download any necessary Input Form before deletion.

There are two methods to download Input Form:

• Manually download from the "Data Output" section of ConMas Manager

• Use the external integration Web API to download

2

Deleting Input Form

Delete Input Form. Logical deletion (moving to the "Trash") of Input Form will not reduce data capacity. Be sure to perform physical deletion (deleting from the "Trash" as well).

There are two methods to delete Input Form:

• Manually delete from ConMas Manager

• Use the external integration Web API to delete

Downloading Input Form

Physically deleted data cannot be restored. Please download any necessary Input Form before deletion.

There are two methods to download Input Form:

• Manually download from the "Data Output" section of ConMas Manager

• Use the external integration Web API to download

The external integration Web API is a paid optional feature.

How to Manually Download from the "Data Output" Section of ConMas Manager

【Steps】

1. Click the "Data Output" tab in ConMas Manager.

2. The "Select Definition for Data Output" screen will appear. Attach Check to the Template Form that is the source of the Input Form you want to download, and click "Next" at the top right of the screen.

3. The "Select Forms for Data Output" screen will appear, displaying the Input Form generated from the Template Form selected in Step 2. Attach Check to the Input Form you want to download, and click "Next" at the top right of the screen.

   Only Input Form linked to the Template Form selected on the "Select Definition for Data Output" screen will be displayed. If you cannot find the desired Input Form, please review the selection of Template Form.

4. The "Select Output Items" screen will appear. Specify the file format and output items. Once the output item specification is complete, click "Next" at the top right of the screen.

5. The "Output Confirmation" screen will appear. Review the content. If there are no issues, click the "Form Data Output" button to start the download.

【Precautions】

• Perform download or deletion operations from only one account (one device). Avoid simultaneous execution from multiple devices.

• There are limits to the number of items that can be downloaded at once. If the number exceeds these limits, perform the download in multiple batches.

  • CSV: Up to 5000 items

  • CSV+Image: Up to 1000 items

  • PDF: Up to 20 items

  • Excel: Up to 20 items

For more details about "Data Output," please refer to "Form Data Output Function."

How to Download Using the External Integration Web API

In i-Reporter, you can make requests directly to the ConMas Server from your program via the external integration Web API to obtain form data.

【Prerequisites】

• A contract for the external integration Web API option is required.

• You need to Signature the program on your end.

• Form Download API Allows output in CSV format and filtering of forms based on specified conditions.

• Form File Retrieval API Recommended for output in PDF/Excel format and for cases involving long form names or environment-dependent characters.

• Support for Multiple Condition Specifications Extraction is possible based on conditions such as Template Form ID, Input Form ID, label ID, date range, etc.

• Batch Retrieval Processing Batch downloads can be achieved through loop processing on the customer program side.

For details, please refer to "External Integration Web API I/F Specifications" ＞ Form Download API ＞ Form File Retrieval API

【Restrictions and Precautions When Using the External Integration Web API】

• To reduce server load, it is recommended to retrieve Input Form one item at a time. Avoid retrieving large amounts in a short time, and consider distributing the execution time.

• If the form name is too long or contains environment-dependent characters, the download may fail.

• If you encounter naming restrictions, please try the "Form File Retrieval API."

Deleting Input Form

There are two methods to delete Input Form:

• Manually delete from ConMas Manager

• Use the external integration Web API to delete

The external integration Web API is a paid optional feature.

How to Manually Delete from ConMas Manager

After deleting (logical deletion) the target Input Form from the "Input Form" list screen in ConMas Manager, delete it from the trash (physical deletion).

【Steps】

1. Click the "Input Form" tab in ConMas Manager.

2. The "Input Form List" screen will be displayed. Mark the Input Form you want to delete with Check. You can also select all items using the Check box in the header.

3. After selecting the Input Form, click the "Trash" icon in the upper-right corner of the screen. At this point, a selection screen will appear for "Delete with history" or "Keep history." Unless there is a special reason, select "Delete with history." This operation moves the Input Form to the trash (logical deletion).

4. Navigate to the trash. Click "Trash," which is displayed at the bottom of the label tree on the left side of the screen.

5. Mark the Input Form you want to delete with Check. You can also select all items using the Check box in the header.

6. Click the "×" icon at the top of the screen to physically delete the selected Input Form.

【Notes】

• Perform download or deletion operations from only one account (one device). Avoid simultaneous execution from multiple devices.

• Avoid bulk deletion of large amounts of data. As a guideline, delete approximately 100 items per operation in smaller batches.

• Input Form deleted (physically deleted) from the "Trash" cannot be restored.

• Logical deletion of Input Form (moving to the "Trash") does not reduce data storage. Be sure to also perform physical deletion (deletion from the "Trash").

• To restore Input Form in the "Trash," select the item and click the "Restore" icon in the upper-right corner of the screen.

How to Delete Using External Integration Web API

In i-Reporter, you can send requests directly to the ConMas Server from your program via the External Integration Web API to delete form data.

【Prerequisites】

• A contract for the External Integration Web API option is required.

• You need to develop the Signature program on your end.

• Form Deletion API Allows deletion of Input Form.

• Support for Multiple Conditions You can narrow down the target forms using conditions such as Template Form ID, Input Form ID, label ID, date and time range, etc.

For details, refer to "External Integration Web API I/F Specification" > Form Deletion API.

【Restrictions and Notes When Using the External Integration Web API】

• By specifying the request parameter mode in the Form Deletion API, you can select the deletion method. ※mode 0: Logical deletion, mode 1: Physical deletion. The default value is 0: Logical deletion. Logical deletion of Input Form (moving to the "Trash") does not reduce data storage. Be sure to also perform physical deletion (deletion from the "Trash").

• Input Form deleted (physically deleted) from the "Trash" cannot be restored.

• To reduce server load, execute deletion processes one item at a time. Avoid bulk deletion in a short period and, if possible, perform the operation outside of business hours to ensure stable system operation.

• By executing the optional parameter transactionMode="1" in the Form Deletion API, you can optimize internal processing. To reduce system load, it is recommended to specify the above parameter.

• If you encounter naming restrictions, try using the "Form File Retrieval API".

How to Delete Files in the output Folder

The output folder is the destination folder for automatic file output. If too many files accumulate here, it may cause storage capacity issues.

Files in the output folder should be deleted by connecting to WebDAV from your client device (PC).

【Information Required for WebDAV Connection】

Prepare the following information, which is included in the delivery email provided at the time of i-Reporter delivery:

• Connection destination URL information (WebDAV server address)

• ID and password for connection

If the above information is unclear, please contact us through the “Support Inquiry” form on our support website.

【Steps】

1. Launch the WebDAV client software on your PC.

2. Configure the WebDAV connection information provided in the delivery email.

3. After connecting, select and delete unnecessary files.

【Notes】

• Files in the output folder cannot be restored once deleted. Be sure to back up any necessary data before performing the deletion.

• Deleting a large number of files may place a load on the server.

• Under certain conditions, such as when the number of files exceeds a certain threshold, files may not be displayed over the WebDAV connection. In such cases, please consult with us.