Archiving Records

Overview

This article delineates the procedures for archiving and unarchiving records within the SmartSimple Cloud system. It addresses the management of records' visibility by toggling their archived status, thus enhancing system performance and ensuring that data is readily retrievable when required. Key features include the ability to filter records based on their archival status, comprehensive steps for utilizing the Batch Update feature for both archiving and unarchiving, as well as the application of the @archived@ system variable for conditional visibility and editing of records.

Furthermore, the article presents an alternative method for unarchiving records on an individual basis through custom JavaScript, providing a solution for custom control.

Configuration - Essentials

Important: Access to the record archiving functionality is exclusively available from the UTA Level 1 record level. When archiving L1 records, all associated L2 and L3 activities will be automatically archived.

1. To archive records, navigate to the UTA Level 1 list view containing those records.

2. Utilize the Search / Filter option to retrieve the list of records designated for archiving.

3. Upon completion of the search, select the desired records for archiving by toggling the option next to each record or utilize the select all feature if you wish to archive all records visible in the list view.

4. Click on the Batch Update icon.

5. Select Archiving, then from the Update Archiving menu, select the Archived option.

6. To finalize the process, click Update Applications at the bottom of the Batch Update window.

7. Confirm your decision by clicking Update Applications in the pop-up window.

8. The selected records are now archived.

Unarchiving Records

1. To unarchive records, navigate to the UTA Level 1 list view containing those records.
2. Utilize the Advanced Search feature to retrieve the list of records designated for unarchiving.

3. In the list of Standard Fields, select Archived Applications.
4. Click Search.
5. A list of all archived records will be displayed in list view.
6. Select the desired records for unarchiving by toggling the option next to each record or utilize the select all feature if you wish to unarchive all records visible in the list view.

7. Click on the Batch Update icon.
8. Select Archiving, then from the Update Archiving menu, select the Not Archived option.
9. To complete the process, click Update Applications at the bottom of the Batch Update window.

10. Confirm your decision by clicking Update Applications in the pop-up window.

11. The selected L1 records are now unarchived and will be listed with all other records in the list view.

Search for Archived Records

1. To locate archived records, navigate to the UTA Level 1 list view containing those records.

2. Archived records can only be located by utilizing the Advanced Search (icon positioned to the right of the filter dropdown).

3. In the advanced search criteria dropdown boxes, select Application/ Common Fields and then in the list of fields, select Standard Fields / Archived Applications.

4. Click the Search button.

5. A list of archived records will be returned in the list view.

Variable Processor

The @archived@ variable can be employed to reference the archive status of a UTA L1 record, where 1 indicates Archived and 0 indicates Not-Archived.
This can be utilized within conditional statements such as visibility and edit conditions to display or hide fields based on the record's archive status.

Configuration - Advanced

Unarchiving Records Using Pandora

An alternative method for unarchiving involves utilizing Pandora in a custom JavaScript button. The sample code provided below is intended for use within a Custom Field Type: Read Only – System Variables field.

This method is optimally used in conjunction with a report designed to list all archived records, complete with a hyperlink for each record.

The user process is as follows:

The report is executed where a record can be filtered according to specified search criteria.
The user will click on a hyperlink to access the record where the "Unarchive" button will be made available.
Upon clicking the button, the record will be unarchived and will subsequently reappear when searched within the UTA.

//Displays a button that, when clicked, will invoke 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
}

function updatefields(fieldname,fielddata){
	ss_developer_key="xxxxx";   //Enter Developer Key
	var gbappid=xxxxx;   //Enter application ID
	
	var addfields="opportunityid,"+fieldname;
	var rset=new ssRecordSet(null);
	rset.addfieldnames(addfields);
	var idx=rset.getnewrecnumber();
	rset.addfieldvaluebyname(idx,'opportunityid','@opportunityid@');
	rset.addfieldvaluebyname(idx,fieldname,fielddata);
	var rs=levelone_update(false ,'',gbappid,rset);
}
// ]]></script>

Overview

Configuration - Essentials