• ARCHIVING INDIVIDUAL RECORDS IN A MODULE • ARCHIVING A PROJECT'S RECORDS FOR A CERTAIN DATE RANGE • ARCHIVING RECORDS FOR AN ENTIRE PROJECT • RETRIEVING ARCHIVED RECORDS BY MODULE • RETRIEVING ARCHIVED RECORDS
INTRODUCTION
Every year or so, it may make sense to clean out old or closed records from the List View of a particular Module – especially if there are more than a thousand. This applies to Audits, Observations, Incidents, Tasks, and more. You may also want to remove all the no-longer-needed data for completed Projects.
But it’s recommended that you never completely delete these entries, or the Details forms they’re connected to. Even obsolete information should remain accessible in case it ever needs to be referred to by the safety team or management, or for an OSHA inquiry, or for liability issues.
Archived data continues to exist in the system, but in a deeper layer. Here, we’ll learn how to archive closed records, and then access them again. Note that the Customer Success team at Safety Indicators can also take care of archiving your old data; just get in touch.
NOTE: The steps below for Archiving and Retrieving Records are essentially the same for most Modules. As an example, this tutorial will use the Safety Incident Module.
ARCHIVING INDIVIDUAL RECORDS IN A MODULE
STEP 1
• In the left menu, click Safety
• Click the large icon in the Safety Incidents Card to open the List View
A At the top, click the More button, then select Enable Archiving
A new list appears, which looks similar, but the options at top have changed.
STEP 2
A Add checkmarks next to the records you want to Archive
B IF you want the data of records you are Archiving to be included in InSite analytics charts, check the Include Archived box at top. IF it’s not checked, that data will be ignored in future charts
C Click the Archive/Unarchive button at top, to Archive those items
D To go back to the main List View, click Return to List at the top.
The items you checked are now archived, and no longer appear in the main list.
ARCHIVING A PROJECT'S RECORDS FOR A CERTAIN DATE RANGE
This operation applies to any specific Module. In this example, we’ll be working with Tasks (Corrective Actions).
STEP 1
• In the left menu, click Tasks
• Click the large icon in the Task card to open the Tasks List View
A At the very top, use the All Projects drop-down arrow to select a Project (etc.). Now, only Tasks for that Project will be shown.
B At the top, click the More button, then select Enable Archiving
__________
STEP 2
A At the top, Click Mass Archive/Unarchive
__________
STEP 3
A In the Mass Archive/Unarchive window that appears, for All Items Added Before, click on the calendar icon to select a date
B For All Items Added On and After, click on the calendar icon to select a date
You have the option of specifying just A; just B; or both to specify a date range
C Click Archive
• A confirmation window will appear. Click Yes
All the records that were added to the system during the dates you specified will now be Archived, and will no longer be included in the main Tasks list.
ARCHIVING RECORDS FOR AN ENTIRE PROJECT
This operation archives all data for that project, from all Modules.
STEP 1
• Click Administrative Tools in the left menu
• In the Projects card, click on the large Projects icon to open a list of current Projects
__________
STEP 2
A At the top, click the More button, then select Enable Archiving
__________
STEP 3
A In the list that appears, check the checkbox next to the name(s) of the Project(s) you want to Archive
B At the top, click Archive/Unarchive
The archived Project(s) will no longer appear in the main Project list.
RETRIEVING ARCHIVED RECORDS BY MODULE
In this example, we’ll be retrieving archived items in the Safety Incidents Module.
• In the left menu, click Safety
• Click the large icon in the Safety Incidents Card to open the List View
A At the top, click the More button, then select Enable Archiving
__________
STEP 2
A At the top, check the Include Archived box
B IF any of the items you are interested in are checked in the Archived column, uncheck them
C Click Archive/Unarchive at the top to close Archive View
D Uncheck Include Archived
Now, Archived records will appear among the current records, highlighted with a dark gray background.
• Find the item that you need
• If the information you’re looking for doesn’t appear in the list entry for that record, double-click it to access its full Details form
RETRIEVING ARCHIVED PROJECTS
• Click Administrative Tools in the left menu
• Click the large icon in the Projects card
• At the top of the Projects List, click the More button, then select Enable Archiving
• At the top, check the Include Archived checkbox
Previously archived Projects now appear in the list, highlighted with a dark gray background.
• Find the item that you need
• If the information you’re looking for doesn’t appear in the list entry for that Project, double-click it to access its full Project Details form