Archiving Sites

GroveSite's Archive Site utility has been developed so that you may save the information and files in an individual site. The Archive Site utility creates a 'static' (non-editable) snapshot of your site’s webpages and all of your attached files. Each webpage is archived in its most expanded view to allow you to capture as much viewable information as possible. After the archive process, you may download the archived site information to a CD or any other storage medium.

Note: the archive is meant for historical reference purposes, not for exporting data. The archived site can be browsed but it cannot be ‘re-uploaded’ to recreate an interactive GroveSite. If you wish to save data that is in a custom online database, please use the [Export Records] link on each of your database pages. The archived site does not display nested parent-child data.

Creating a Site Archive

To create a new site archive, click on ‘Org Admin’ at the top of the page. To the left of the screen, you will see a list of 'Org Options’. Click on 'Archive Site'.

Step 1: Submit Request to Build Site Archive

On the Archive Site page you have the ability to view all sites, or expired sites only. Select the site name from the correct dropdown list of sites and then click on the 'Archive Site' button.

Picture Site Archive 1

Now your request has been submitted. The screen will display a red message: 'Archive request submitted'. Your request will show in a list of requests on the bottom of that screen. It is first marked SUBMITTED for processing, and will change to BUILDING while your archive builds.

Picture Site Archive 2

You can submit additional Archive Site requests, or return to your other GroveSite work. The Archive Site Utility runs late in the evening (US time) and processes all Archive Site requests that have been submitted.

Step 2: Receive Email Notification

The Archive Site utility sends an email to each requestor when the archive ZIP files are built. In the morning when you get to work, you should find an email notifying you that the archive ZIP files for your site are ready to be downloaded.

Step 3: Download Zip Files

To access the ZIP files, login to GroveSite. Click 'Org Admin', then 'Archive Site.' Your request should show with a status of ‘DONE’. In the example below, multiple ZIP files were created (max 100MB each) because of the volume of files in the site. Each of the ZIP files is downloadable using the blue link.

Picture Site Archive 3

To download the archive, click on each ZIP file link and Save the file to a local location on your PC (note the location as this will be used in the next step of the process). It may take 10-20 minutes to download a large 100MB file over the internet.

Step 4: Extract Files

On your local PC, open each ZIP file and extract all the files to the same destination directory. You may want to create a directory that will be used to house any site archives so cross-site references will work. For example, extract the files to c:\Archive and the directory will contain folders for each site named with the unique site id.

Picture Site Archive 4

Step 5: Review Archived Site

To view the archived site, go to the site folder and double click on the Site Name (site short name).htm file to open the page in a browser window. From there, you can enter the site and click around the navigation just as you would in GroveSite.

Picture Site Archive 5

Before deleting your interactive site on the GroveSite system, you should check each of the archived webpages for completeness of information, accuracy of links, and accessibility of all attached files.

Many users prefer to make 2 copies of the archive on CD, in case a CD is unreadable.

Additional Information

  • If you are trying to capture the data in a custom online database, don’t use the Archive Site utility. Go to each database page, and use [Export Records] instead.

  • Archived sites and files are only available for 7 days after the archive is first requested.

  • If a site uses pages from a Library site, you will need to archive and extract the library site also for the links and files to work in the site archive.

  • All of the pages extract in an expanded format so that the archive contains as much information as possible.

  • Files are included in the extract so your local archive location has a copy of everything from your live site. Note: If a file reference or link is broken in your live site, it will also be broken in the archive.