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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.

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:archive12.png]]4 Click on Use the '''Batch Update''' icon.<br Search />5 Select '''Archiving''', then from the '''Update Archiving''' select '''Archived''' Filter option.<br />6 To complete to return the process press '''Update''' at the bottom list of the Batch Update windowrecords that are to be archived.

: [[Image:archive23.png]]7 Click '''Update''' 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.

3 Click the Batch Update button: [[Image:archive3.png]]8. Selected records are now archived.

4 ===Unarchiving Records===1. In the resulting screen select the Archived option from order to unarchive records, navigate to UTA Level 1 list view with those records.<br />2. Use the '''Update Archive toAdvanced Search''' drop-down to return the listof records that are to be unarchived.

5 Then click the '''Batch Update[[Image:archive4.png|800px]]''' button.

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 />6 Click OK on any windows related . Select desired records to unarchive using the toggle next to each record or use select all if you wish to archive all records visible in the execution of workflowslist view.

7 User should get a confirmation screen to notify them that everything has been updated successfully'''[[Image:archive5.png|800px]]'''

7. Click on the '''Batch Update''' icon.<br />8 The list view should also update to reflect that fact that . Select '''Archiving''', then from the '''Update Archiving''' select '''Not Archived''' option.<br />9. To complete the process, press '''Update Applications''' at the bottom of the selected records have now been archivedBatch Update window.

===Unarchive Records===1 Use the Search / Filter option to return the list of Archived records'''[[Image:archive2.png|800px]]'''

2 Select 10. Click '''Update Applications''' in the records popup window to be unarchived using the check boxes in the search screenconfirm your decision.

3 In the resulting screen select the Not Archived option from the '''Update Archive to[[Image:archive3.png]]''' drop-down list.

4 Then click the '''Batch Update''' button11. Select L1 records are now unarchived. They will be listed with all other records in a list view.

5 Click OK on any windows related ===Search for Archived Records===1. In order to the execution of workflowsfind archived records, navigate to UTA Level 1 list view with those records.

6 User should get a confirmation screen 2. Archived records can be found only by using '''Advanced Search''' (icon located to notify them that everything has been updated successfullythe right of the filter dropdown).

7 The 3. In the advanced search criteria dropdown boxes, select '''Application/ Common Fields''' then in the list view should also update to reflect that fact that the selected records are no longer archivedof fields select '''Standard Fields / Archived Applications'''.

You can use the '''@archived@ ''' variable to reference the archive status of a UTA L1 objectrecord, 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 objectrecord's archive status.

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.