==Overview==
This article outlines the procedures for archiving and unarchiving records within the SmartSimple Cloud system. It covers how to manage records' visibility by toggling their archived status, thereby improving system performance and ensuring data is easily retrievable when needed. Key features include filtering records based on their archival status, detailed steps for using the Batch Update feature for both archiving and unarchiving, and the use of the '''@archived@ ''' system variable for conditional visibility and editing of records.
Additionally, the article describes an alternative method for unarchiving records individually through custom JavaScript, offering a solution for a custom control.
==Configuration - Essentials==
'''Important''': You can only access record archiving functionality from UTA L1 record level. When archiving L1 records all associated L2 and L3 activities will be automatically archived.
===Archiving Records===
1 . In order to archive records , navigate to UTA Level 1 list view with those records.<br />2 Use the Search / Filter option to return the list of records that are to be archived.<br />3 Once the search is complete select desired records to archive using the toggle next to each record or use select all if you wish to archive all records visible in the list view. : [[Image:archive1.png]]4 Click on the '''Batch Update''' icon.<br />5 Select '''Archiving''', then from the '''Update Archiving''' select '''Archived''' option.<br />6 To complete the process press '''Update''' at the bottom of the Batch Update window.
: [[Image:archive22. Use the Search / Filter option to return the list of records that are to be archived.png]]
7 Click '''Update''' 3. Once the search is complete, select desired records to archive using the toggle next to each record or use select all if you wish to archive all records visible in the popup window to confirm your decisionlist view.
: [[Image:archive3archive1.png|800px]]8 Selected objects are now archived4. Click on the '''Batch Update''' icon.
==Archive Records==1 Use 5. Select '''Archiving''', then from the Search / Filter '''Update Archiving''' select '''Archived''' option to return the list of records that are to archived.
2 Once the search is 6. To complete select the records to be archived using process, press '''Update Applications''' at the check boxes in bottom of the search screenBatch Update window.
: [[Image:archive2.png|800px]]
7. Click '''Update Applications''' in the pop-up window to confirm your decision.
3 Click the Batch Update button: [[Image:archive3.png]] 4 In the resulting screen select the Archived option from the '''Update Archive to''' drop-down list. 5 Then click the '''Batch Update''' button8. 6 Click OK on any windows related to the execution of workflowsSelected records are now archived.
7 User should get a confirmation screen ===Unarchiving Records===1. In order to notify them unarchive records, navigate to UTA Level 1 list view with those records.<br />2. Use the '''Advanced Search''' to return the list of records that everything has been updated successfullyare to be unarchived.
8 The list view should also update to reflect that fact that the selected records have now been archived'''[[Image:archive4.png|800px]]'''
==Unarchive Records==1 Use 3. In the list of '''Standard Fields''', select '''Archived Applications'''.<br />4. Press '''Search '''.<br />5. A list with all archived records will be displayed in a list view.<br / Filter option >6. Select desired records to unarchive using the toggle next to each record or use select all if you wish to return archive all records visible in the list of Archived recordsview.
2 Select the records to be unarchived using the check boxes in the search screen'''[[Image:archive5.png|800px]]'''
3 In 7. Click on the resulting screen '''Batch Update''' icon.<br />8. Select '''Archiving''', then from the '''Update Archiving''' select the '''Not Archived ''' option from .<br />9. To complete the process, press '''Update Archive toApplications''' drop-down listat the bottom of the Batch Update window.
4 Then click the '''Batch Update[[Image:archive2.png|800px]]''' button.
5 10. Click OK on any windows related '''Update Applications''' in the popup window to the execution of workflowsconfirm your decision.
6 User should get a confirmation screen to notify them that everything has been updated successfully'''[[Image:archive3.png]]'''
11. Select L1 records are now unarchived. They will be listed with all other records in a list view.
7 The ===Search for Archived Records===1. In order to find archived records, navigate to UTA Level 1 list view should also update to reflect that fact that the selected with those records are no longer archived.
2. Archived records can be found only by using '''Advanced Search''' (icon located to the right of the filter dropdown).
'''[[Image:archive6.png|800px]]'''
==Referencing 3. In the field==You can use the @archived@ variable to reference advanced search criteria dropdown boxes, select '''Application/ Common Fields''' then in the archive status list of a UTA L1 object, where 1 = Archived and 0 = Not-fields select '''Standard Fields / ArchivedApplications'''.
This can be used within conditional statements such as visibility and edit conditions to display/hide fields based on 4. Click the object's archive status''Search''' button.
5. A list of archived records will be returned in the list view.
===Variable Processor===
You can use the '''@archived@''' variable to reference the archive status of a UTA L1 record, where 1 = Archived and 0 = Not-Archived.<br />
This can be used within conditional statements such as visibility and edit conditions to display/hide fields based on the record's archive status.
==Configuration - Advanced=====Unarchiving records without using Batch Updaterecords using Pandora===An alternative method for unarchiving involves using [[Pandora]] in a custom javascript JavaScript button. The sample code below is to be used within a [[Custom Field Type: Read Only – System Variables]] field.
This method is best used in combination with a report built to list all archived records, with a hyperlink for each record.
==See Also==
* [[Batch Update]]
* [[Variable Processor]]
[[Category:Universal Tracking Application]]