Archiving in the System
Employees resign, Equipment gets retired, Suppliers get delisted, and programmes/records are no longer required. When these events take place you can quickly and simply 'Archive' the entity so that they are hidden from view while still retaining their historical records.
When archiving a supplier entity in the system you can choose to also archive their associated programmes, records, documents, etc. Click here for more information on archiving a supplier in the system.
1. How to Archive an Entity
Taking an Employee as an example, click on the employee name and simply click Actions > Archive.
Once Archived the Employee will no longer show up in the Grids, Pop-up Selectors, or Reports.
This can be applied across MasterData but also in modules with completed records, open records, and programmes. All can be archived by clicking on them and using the Actions drop-down and clicking Archive.
2. Finding Archived Entities
The grids across MasterData and the system modules (excluding Supplier Management) have an Archive button on the bottom of the grids. Toggle the Archive button to Off and all Archived entities will appear in the Grid (note the archived entities will be visible with the current live entities across all grids excluding supplier management module grids).
Supplier Management Module Grids
1. In the supplier management module finding the archived entities is different to the rest of the system. At the bottom of the grids in each tab (Complete, Plan, Actions, Templates, Suppliers, and Materials tabs) you will see the Display Archive Records heading with an arrow to allow you to choose if the grid should show Both archived and live entities, No to display just live entities (grids default to No), or Yes to display just the archived entities.
2. The grids will also contain a column called Archived which you can use to filter to see just archived entities (Yes) or entities not archived (No).
3. Recover an Archived Entity
First, find the entity as shown above, open it and then click Actions > Recover.