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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: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.   7 Click '''Update''' in the popup window to confirm your decision.<br />8 Selected objects are now archived.    

: [[Image:ArchivingBatchUpdate2. Use the Search / Filter option to return the list of records that are to be archived.png]]

==Search Records==Searches can be filtered based on whether 3. Once the search is complete, select desired records to archive using the toggle next to each record or not use select all if you wish to archive all records visible in the object has been archivedlist view.

: [[Image:SearchArchivedarchive1.png|800px]]: The above image of the Level 1 search shows how to filter for only records that have been Archived.: To filter for records that are not archived simply search using normal criteria4.==Archive Records==1 Use the Search / Filter option to return Click on the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.png]]3 Click To complete the process, press '''Update Applications''' at the bottom of the Batch Update buttonwindow.

4 In the resulting screen select the Archived option from the : [[Image:archive2.png|800px]]7. Click '''Update Archive toUpdate Applications''' dropin the pop-down listup window to confirm your decision.

: [[Image:ArchiveSelectarchive3.png]]5 Then click the '''Batch Update''' button8. Selected records are now archived.

6 Click OK on any windows related ===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 execution list of workflowsrecords that are to be unarchived.

: '''[[Image:ArchiveWorkflowarchive4.png|800px]]7 User should get a confirmation screen to notify them that everything has been updated successfully.'''

: [[Image:ArchiveConfirmation3.png]]8 The 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 should also update .<br />6. Select desired records to reflect that fact that unarchive using the selected toggle next to each record or use select all if you wish to archive all records have now been archivedvisible in the list view.

==Unarchive Records==1 Use the Search / Filter option to return the list of Archived records'''[[Image:archive5.png|800px]]'''

2 7. Click on the '''Batch Update''' icon.<br />8. Select '''Archiving''', then from the '''Update Archiving''' select '''Not Archived''' option.<br />9. To complete the records to be unarchived using process, press '''Update Applications''' at the check boxes in bottom of the search screenBatch Update window.

3 In the resulting screen select the Not Archived option from the '''Update Archive to[[Image:archive2.png|800px]]''' drop-down list.

: [[Image:Unarchive10.png]]4 Then click the Click '''Batch UpdateApplications''' buttonin the popup window to confirm your decision.

5 Click OK on any windows related to the execution of workflows'''[[Image:archive3.png]]'''

6 User should get 11. Select L1 records are now unarchived. They will be listed with all other records in a confirmation screen to notify them that everything has been updated successfullylist view.

: [[Image:ArchiveConfirmation===Search for Archived Records===1.png]]7 The 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.

==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.

==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.