Section Archive Options
Begin Section (ARSectionArchive_BeginSection)
Select the first section you wish to Archive, if desired.
The Section Archive program can be run for a single section or a range of sections. It can also be run by Category, by Type, by Season and by Year or any combination of the above. All sections that exactly match your criteria will be archived.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
End Section (ARSectionArchive_EndSection)
Select the last/ending section you wish to archive, if desired.
The Section Archive program can be run for a single section or a range of sections. It can also be run by Category, by Type, by Season and by Year or any combination of the above.
DeleteSection Wildcard (ARSectionArchive_WildCardSections)
Enter an Activity Section Wildcard if desired.
DeleteSection Category Option (ARSectionArchive_CategoryList)
Select an Activity Category, if desired.
The Section Archive program can be run for a single section or a range of sections. It can also be run by Category, by Type, by Season and by Year or any combination of the above. All sections that exactly match your criteria will be archived.
DeleteSection Season Option (ARSectionArchive_SeasonList)
Select the appropriate Season Code for the sections you wish to archive, if desired.
The Section Archive program can be run for a single section or a range of sections. It can also be run by Category, by Type, by Season and by Year or any combination of the above.
DeleteYear (ARSectionArchive_Year)
Enter a four-digit year (i.e. 2025), if desired. Any section with a matching year that also meets your other selection criteria will be archived as a result of this process.
To archive all sections for a single season and year, select a Season Code and enter a year in this field. Leave all other fields blank. The system will archive all sections with a matching season and year.
To archive all sections for an entire year, enter the year in this field and leave all other fields blank. The system will archive all sections with a matching year.
Enter '0' in this field to skip the year check. The system will archive sections that meet your other criteria regardless of their year.
DeleteSection Types Option (ARSectionArchive_TypeCodeList)
Select an Activity Type if desired.
The Section Archive program can be run for a single section or a range of sections. It can also be run by Category, by Type, by Season and by Year or any combination of the above. All sections that exactly match your criteria will be archived.
DeleteNew Section Option (ARSectionArchive_NewSectionOption)
Select whether you wish to have new sections created as a by-product of the archiving process.
- Create New Sections - This option creates an identical section and inserts next year's date automatically. This is good option when archiving this year's" activities and getting ready for "next year's" offering of the same program.
- Create New Section/Keep Enrollments Based on Cutoff Date - This option creates an identical section and inserts next year's date automatically. It also keeps roster entries based on an enrollment cutoff date. Rosters with an enrollment date prior to the cutoff date are archived. Rosters with an enrollment date after the cutoff date are included in the new identical section. This is a good option when archiving "last year's" activities after enrollment has begun for "this year as it keeps this year's" rosters.
- Do NOT Create New Sections - This option runs the archive process but does not create new sections for next year. This is a good option when archiving activities you will not be offering again next year.
Cutoff Date (Transaction Date) (ARSectionArchive_CutOffDate)
Select your Cutoff Date option for the Section Archive process.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. The date you select will be recorded as the Enrollment Cutoff Date" for the archive. Rosters with an enrollment date prior to the cutoff date will be archived. Rosters with an enrollment date after the cutoff date will be included in the new identical section.
If you are running this program manually it is always safe to use Actual Date for this field and your date will be whatever date you select. For example enrollments into "this year's" summer programs began on May 16 202x. "Today" is May 23 and you realize that last year's program was never archived. Since no enrollments for "this year" were processed prior to 16 May you would choose a date earlier than that such as May 01 to archive "last year's" rosters.
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteNew Section Date Option (ARSectionArchive_NewSectionDateOption)
This field is applicable only if you are opting to create new sections as a byproduct of the archive process.
Select your New Section Date Option
THEN
Enter a Date Option Value if needed.
- None - Select this option to keep the Begin/End Section Dates the same for your new sections. The system will increment the year automatically to the next available. For example your Section Begin Date is 01 May. The End Date is 30 June. Upon running the archive the new sections will use 01 May as the Start Date and 30 June as the End Date.
- Days Select this option to increase the Begin/End Section Dates for the new Sections by a number of days equal to the number you enter in the Date Option Value field. The system will add the number of days to the Begin/End Section Dates and increment the year automatically to the next available. For example your Section Begin Date is 01 May. The End Date is 30 June. You select "Add Days" and enter "1" in the Date Option Value field. Upon running the archive the new sections will use 02 May as the Start Date and 01 July as the End Date.
- Months Select this option to increase the Begin/End Section Dates for the new Sections by a number of months equal to the number you enter in the Date Option Value field. The system will add the number of months to the Begin/End Section Dates and increment the year automatically to the next available. For example your Section Begin Date is 01 May. The End Date is 30 June. You select "Add months" and enter "2" in the Date Option Value field. Upon running the archive the new sections will use 01 July as the Start Date and 30 August as the End Date.
- Years Select this option to increase the Begin/End Section Dates for the new Sections by a number of years equal to the number you enter in the Date Option Value field. The system will add the number of years to the Begin/End Section Dates. For example your Section Begin Date is 01 May 20xa. The End Date is 30 June 20xa. You select "Add Years" and enter "3" in the Date Option Value field. Upon running the archive the new sections will use 01 May as the Start Date and 30 June as the End Date and the year will be incremented by three (3) from 20xa to 20xd.
Note: Regardless of your New Section Date Option the system will not allow you to enter a Date Option Value that works out to more than seven (7) years in the future. For Example: The system will not allow you to add more than 2555 Days more than 63 Months or more than seven (7) Years to the existing Section Begin/End Dates.
Date Option Value (ARSectionArchive_DateOptionValue)
This field is applicable only if you are opting to create new sections as a byproduct of the archive process.
Select your New Section Date Option
THEN
Enter a Date Option Value if needed.
- None - Select this option to keep the Begin/End Section Dates the same for your new sections. The system will increment the year automatically to the next available. For example your Section Begin Date is 01 May. The End Date is 30 June. Upon running the archive the new sections will use 01 May as the Begin Date and 30 June as the End Date.
- Days Select this option to increase the Begin/End Section Dates for the new sections by a number of days equal to the number you enter in the Date Option Value field. The system will add the number of days to the Begin/End Section Dates and increment the year automatically to the next available. For example your Section Begin Date is 01 May. The End Date is 30 June. You select "Add Days" and enter "1" in the Date Option Value field. Upon running the archive the new sections will use 02 May as the Start Date and 01 July as the End Date.
- Months Select this option to increase the Begin/End Section Dates for the new sections by a number of months equal to the number you enter in the Date Option Value field. The system will add the number of months to the Begin/End Section Dates and increment the year automatically to the next available. For example your Section Begin Date is 01 May. The End Date is 30 June. You select "Add months" and enter "2" in the Date Option Value field. Upon running the archive the new sections will use 01 July as the Start Date and 30 August as the End Date.
- Years Select this option to increase the Begin/End Section Dates for the new sections by a number of years equal to the number you enter in the Date Option Value field. The system will add the number of years to the Begin/End Section Dates. For example your Section Begin Date is 01 May 20xa. The End Date is 30 June 20xa. You select "Add Years" and enter "3" in the Date Option Value field. Upon running the Archive the new sections will use 01 May as the Start Date and 30 June as the End Date and the year will be incremented by three (3) from 20xa to 20xd.
Note: Regardless of your New Section Date Option the system will not allow you to enter a Date Option Value that works out to more than seven (7) years in the future. For example the system will not allow you to add more than 2555 Days more than 63 Months or more than seven (7) Years to the existing Section Begin/End Dates.
New Section Year Option (ARSectionArchive_NewSectionYearOption)
Select your New Section Year option :
- Add One Year from Archived Section - The system will create new sections for the year after whatever value is shown in the Year field on the sections being archived. For example, the value in the Year field on sections being archived is 202x." When the new sections are created the system will assign them a year of "202y."
- Manual Year - Select this option and then select a Manual Year Value. When creating new sections the system will assign them the year you selected.
- Determine from New Section Begin Date - This option is designed for use with the New Section Date option. When creating new sections the system will assign them a year based on the Begin Section Date as a result of your New Section Date calculations. For example your New Section Date option is "Months" and you enter "2." The sections being archived began on 15 October 202x and ended on 15 November 202x. When you run the archive the new sections will begin on 15 December 202x and end on 15 January 202y. The system will assign 202x as the year.
- Determine from New Section End Date - This option is designed for use with the New Section Date option. When creating new sections the system will assign them a year based on the End Section Date as a result of your New Section Date calculations. For example your New Section Date option is "Months" and you enter "2." The sections being archived began on 15 October 202x and ended on 15 November 202x. When you run the archive the new sections will begin on 15 December 202x and end on 15 January 202y. The system will assign 202y as the year.
Manual Year Value (ARSectionArchive_ManualYearOption)
This field is applicable only if you chose "Manual Year" as your New Section Year option.
Select a year from the list. When creating new sections the system will assign them the year you selected.
DeleteApply Date Changes To Criteria On Directly Linked Fees/Rules? (ARSectionArchive_IncludeDatesOnCriteria)
This field is applicable only if you are opting to create new sections as a byproduct of the archive process and then only if you are opting to change section dates using the New Section Date Option and Date Option Value fields.
Select this option to have your Section Date options apply to any criteria on any rules and/or fees that are linked directly to the section(s) you have selected. Fees/rules linked at a higher level will not be impacted.
The types of criteria that may or may not be affected by this are: Advanced Age BirthDate ItemDate ItemDateRange ItemDatetime TransactionDate TransactionDateTime TransactionDateTimeRange DaysFrom HoursFrom and SportsPhysicalItemDate.
Note: Some of the above criteria are affected only if they are set to "Actual Date" and a hard-coded date is set on them. However others have required dates. Either way this field provide you with an option to convert them or not.
Make New Sections Inactive After Archiving? (ARSectionArchive_InactivateSections)
Select this option to have the new sections get created with a status of 'Inactive.' The archive process creates a clone of the existing sections that you archive. The cloned sections contain the exact information and data as their predecessors with the exception that the Year field is updated accordingly. So if you archive sections with 202x in the Year field, the new sections that get created as a result of the process will have 200y in the Year field.
Vermont Systems recommends selecting this option because you likely will have to update section information, such as meeting dates and fees for the next offering. Making the sections inactive will keep them from view in WebTrac and to your clerks. It will also disallow enrollment. When the section information has been updated, you can make them active for enrollments.
DeleteMake Activity Inactive If All Sections Are Inactive? (ARSectionArchive_InactivateActivity)
Select this option to set the activity status to 'Inactive' after running the archive process provided the new sections, too, are given a status of 'Inactive.'
DeleteRemove Custom Schedule And Holidays? (ARSectionArchive_RemoveCustomDates)
Select this option to have any custom schedules or holiday dates removed from the sections as a result of the archive process.
Leave this option de-selected to keep any custom schedules or holidays that are linked. These will be added to the new sections, but the dates will not be updated.
Delete