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How to Archive and Unarchive Records

Updated

Archiving removes records from standard list views in a UTA/module without permanently deleting them. Archived records remain searchable and can be restored at any time using Batch Update. For details on the archived system variable, see Archive Status Variable Reference.

Who: System Administrators

When to Use Archiving

Archive records when you want to remove them from standard list views without deleting them. Common scenarios include:

  • Closing out a completed grant cycle or program year while retaining historical data.
  • Reducing active record counts to improve list view performance.
  • Hiding inactive or cancelled records without permanently removing them.
  • Meeting data retention requirements while keeping records retrievable for reporting.

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Archive Records

To archive a record:

NOTE  Archiving is only available from the UTA/module Level 1 list view. When you archive a Level 1 record, all associated Level 2 and Level 3 records are automatically archived as well.
  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Select the relevant Level 1 list view from the list view drop-down menu.
    • The list view can be narrowed using Search or Filter before selecting records.
  3. Click the checkbox next to each record to select the record. To select all records visible in the list view, click the checkbox in the top row.
  4. Click the Batch Update icon.
  5. Click the checkbox next to Archiving, then select Archived from the Update Archiving drop-down menu.
  6. Click Update Applications at the bottom of the Batch Update window.
  7. Click Update Applications in the confirmation pop-up to finalize the change.

The selected records are now archived and will no longer appear in the standard list view.

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Search for Archived Records

Archived records do not appear in the standard list view. Use Advanced Search to locate them.

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Select the relevant Level 1 list view from the list view drop-down menu.
  3. Click the Advanced Search icon, located to the right of the Filter drop-down menu.
  4. Select Common Fields under Application in the Field Type drop-down menu.
  5. Select Archived Applications under Standard Fields in the Fields drop-down menu.
  6. Click Search. A list of all archived records appears in the list view.

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Unarchive Records

Before unarchiving a record, use Advanced Search to locate archived records. For steps, see Search for Archived Records. To unarchive records:

  1. Click the checkbox next to each record to select the record. To select all records visible in the list view, click the checkbox in the top row.
  2. Click the Batch Update icon.
  3. Click the checkbox next to Archiving, then select Not Archived from the Update Archiving drop-down menu.
  4. Click Update Applications at the bottom of the Batch Update window.
  5. Click Update Applications in the confirmation pop-up to finalize the change.

The selected Level 1 records are now unarchived and will appear alongside all active records in the standard list view.

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