Micro Focus Contributor
Micro Focus Contributor

Create New Dataset From Subset of Existing Dataset Information

Looking for some pro-tips here.  I am not an end-user or admin of this product.  My customer (app admin) is looking to segregate some (or all) specific type of records (like only emails for example) from one dataset which currently has everything into a new smaller more specific dataset.  They are asking if there is a 'best practice' method such as 1) copy entire dataset to new one then manually, or use some scripted method to iteratively remove/delete all unwanted items (jobs, boxes, folders, paper, etc).  2) Leverage some method to export data from dataset to new one.

I am also being asked about the related information being copied as well.  Items including "Current Configs", "Locations", "Organizations", "Storage Accounts", "Only Collections", "Child Objects", such as (eFolders, Sub-folders, eDocuments, etc)

Does anyone know if there maybe some 'canned' parameterized SQL or other included application utility to accomplish this sort of thing?

Thank you,


4 Replies
Outstanding Contributor.. AG_LTBit Outstanding Contributor..
Outstanding Contributor..

Re: Create New Dataset From Subset of Existing Dataset Information

Hi @Greg Armstrong ,

I have been involved in a number of these tasks previously and have approached it in a couple of ways. 

There are partners out there that have custom software solutions that can assist, however, I have found that they aren't always the most reliable, and it is usually just easier to take the copy and delete approach (you usually get a better outcome as well).

The general approach I take is;

1. Create a string udf 'dataset' with a lookupset of new and old (and maybe 'both' if records need to be duplicated). Add to all RT's.
2. Identify which records need to be in each dataset and add the appropriate UDF to them.
3. Complete the copy in the backend (copy doc store, backup and restore DB).
4. In the appropriate dataset use the udf to identify records that need to be purged from each dataset (add contains:null to the search, to make deletion easier).
5. Once complete, remove the UDF from all records, RT's and delete it.
6. Complete a cleanup task to get rid of any control data you no longer need (RT's, Classifications, UDFs, etc.).

There are a couple of benefits to this approach;
- URI's are retained so webclient/service API and TR5 (if the dbid is retained on the new dataset, assuming different environment (unlikely possible in your situation)) links/shortcuts continue to work.
- Revisions are retained
- Movement History and Disposition is retained in full
- Provenance is accurate

Some of these benefits can be achieved with the various partner software solutions, but my preference is definitely the copy and delete approach.

I haven't touched on the usability of separating records of the same organisation requiring users to use multiple datasets as I don't know their specific requirements. However, in general, I would avoid this.

Good luck.


JasonIMEX Outstanding Contributor.
Outstanding Contributor.

Re: Create New Dataset From Subset of Existing Dataset Information

Hi Greg


The way I would approach this one is..

From the HPECM enterprise manager export the dataset with base items plus locations only. 

This created SQL load files and loads them into a new database with all the config settings record types,BCS and locations ect. 

After that is complete I would use dataport to extract the records required and using the same tool import them into the new dataset.

Doing it this way you retain the system settings and all other related setup data. 


HP Records management suite specialists
Valued Contributor.. Scott Brown2 Valued Contributor..
Valued Contributor..

Re: Create New Dataset From Subset of Existing Dataset Information

Hi Greg,

I'm not aware of any clever ways to make a subset. To copy the complete database and attenuate it could be a lot of work, plus you'd have a myriad of locations that would need sorting.

The Dataport facility is an option, it is an import/export tool that allows you to import components and records. You export what you want to import, then remove what you have exported.


Scott Brown

Carol Collins Honored Contributor.
Honored Contributor.

Re: Create New Dataset From Subset of Existing Dataset Information


It may be too late for your needs, but I thought I'd add this link to a blog entry that provides detailed information on a method of doing this.  The blog is written by a talented and experienced Content Manager consultant.  



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