==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.
==Archiving Records==Level 1 Additionally, the article describes an alternative method for unarchiving records can be archived so they no longer appear in the Level 1 list viewindividually through custom JavaScript, offering a solution for a custom control.
These records ==Configuration - Essentials=='''Important''': You can also be removed only access record archiving functionality from the archive as UTA L1 record level. When archiving L1 records all associated L2 and when necessaryL3 activities will be automatically archived.
Both of these are possible using the [[Batch Update]] feature===Archiving Records===1. :[[Image:ArchivingBatchUpdateIn order to archive records, navigate to UTA Level 1 list view with those records.png]]
==2. Use the Search Records==/ Filter option to return the list of records that are to be archived.
Searches can be filtered based on whether or not the object has been archived.:[[Image:SearchArchived3.png]]:The above image of Once the Level 1 search shows how is complete, select desired records to archive using the toggle next to each record or use select all if you wish to filter for only archive all records that have been Archived.:To filter for records that are not archived simply search using normal criteriavisible in the list view.
==Archive Records==: [[Image:archive1.png|800px]]1 Use 4. Click on the Search / Filter option to return the list of records that are to archived'''Batch Update''' icon.
2 Once 5. Select '''Archiving''', then from the search is complete '''Update Archiving''' select the records to be archived using the check boxes in the search screen'''Archived''' option.
:[[Image:Archive6. To complete the process, press '''Update Applications''' at the bottom of the Batch Update window.png]]
3 : [[Image:archive2.png|800px]]7. Click '''Update Applications''' in the Batch Update buttonpop-up window to confirm your decision.
4 In the resulting screen select the Archived option from the '''Update Archive to''' drop-down list: [[Image:archive3.png]]8. Selected records are now archived.
:[[Image:ArchiveSelect===Unarchiving Records===1. In order to 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 are to be unarchived.png]]
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.
:'''[[Image:ArchiveWorkflowarchive5.png|800px]]'''
7 User should get a confirmation screen to notify them that everything has been updated successfully. Click on the '''Batch Update''' icon.<br />8. 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 Batch Update window.
:'''[[Image:ArchiveConfirmationarchive2.png|800px]]'''
8 The list view should also update 10. Click '''Update Applications''' in the popup window to reflect that fact that the selected records have now been archivedconfirm your decision.
==Unarchive Records==1 Use the Search / Filter option to return the list of Archived records'''[[Image:archive3.png]]'''
2 11. Select the L1 records to are now unarchived. They will be unarchived using the check boxes listed with all other records in the search screena list view.
3 ===Search for Archived Records===1. In the resulting screen select the Not Archived option from the '''Update Archive order to find archived records, navigate to''' drop-down UTA Level 1 listview with those records.
:[[Image:Unarchive2. Archived records can be found only by using '''Advanced Search''' (icon located to the right of the filter dropdown).png]]
4 Then click the '''Batch Update[[Image:archive6.png|800px]]''' button.
5 Click OK on any windows related to 3. In the execution advanced search criteria dropdown boxes, select '''Application/ Common Fields''' then in the list of workflowsfields select '''Standard Fields / Archived Applications'''.
6 User should get a confirmation screen to notify them that everything has been updated successfully4. Click the '''Search''' button.
:[[Image:ArchiveConfirmation5. A list of archived records will be returned in the list view.png]]
7 The list view should also update ===Variable Processor===You can use the '''@archived@''' variable to reflect that fact that reference the selected records are no longer archivedarchive 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.
==Referencing the fieldConfiguration - Advanced==You can use the @archived@ variable to reference the archive status of a UTA L1 object, where 1 = Archived and 0 = Not-Archived. This can be used within conditional statements such as visibility and edit conditions to display/hide fields based on the object's archive status. =Unarchiving records using Pandora=Unarchiving records without using Batch Update==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.
The process for the user will be:
#The report is run where a record can be filtered according to search criteria.
#The user will click on a hyperlink into the record where the "Unarchive" button will be exposed.
#Upon clicking the button, the record will be unarchived where it will now re-appear when searched within the UTA.
# The report is run where a record can be filtered according to search criteria.
# The user will click on a hyperlink into the record where the "Unarchive" button will be exposed.
# Upon clicking the button, the record will be unarchived where it will now re-appear when searched within the UTA.
<pre>
//Displays a button where when clicked will call the "unarchive()" function
<input type=Button class=Button value="Unarchive Record" onClick=pre>//Displays a button where when clicked will call the "unarchive();">function
<input class="Button" type="Button" value="Unarchive Record" /><script type="text/javascript">// <![CDATA[
function unarchive(){
updatefields('archived',0); //Sets Archived flag to 0
var rs=levelone_update(false ,'',gbappid,rset);
}
// ]]></script>
</pre>
==See Also==
* [[Batch Update]]
* [[Variable Processor]]
[[Category:Universal Tracking Application]]
