Archived records are removed from everyday use but retained for audit or historical purposes. Archived records are only visible to authorized users (as determined by the user’s role) and only if the Show Archived checkbox is checked. If opened, an archived record is displayed in a read-only format (field labels and data grayed out). Archived records can be deleted permanently from the system or restored to their pre-archive state by authorized users.
NOTE: your role may not allow you to archive, view, restore or delete records.
How to archive a record
Open a record, such as a Contract.
Select
.
How to view archived records
Access a record grid, such as the Contracts grid.
Check
at the top of the grid. The grid changes so that only archived records are displayed.Click to open a record (opens in read-only mode).
How to restore an archived record
Open an archived record.
Click
.
How to permanently delete a record
NOTE: Your role may not allow you to permanently delete a record.
Open an archived record.
Click
.Confirm that you wish to delete by clicking OK, as seen below.
Mass Archive/Download
Again, with the proper permissions, users can archive or download records in larger numbers. To select all records in a grid, click the checkbox in the corner of the grid as seen in the graphic below. Once the records are selected, choose Download Documents or Archive Records. NOTE: the maximum number of records that can be selected is 250. If more records exist, they will need to be processed in batches of 250.