Summary
Join Dane Whitcomb as he demonstrates how to archive facility reservations to clean up DataGrids and improve loading times.
Video
Transcript
00:00:00:00 - 00:00:21:31
Dane Whitcomb
In this video, we're going to be going over archiving facility reservations. So you might be familiar with archiving activity sections to build out new ones for the next year. What this would be is archiving past facility reservations. Maybe if you want to keep everything from the last three years with everything older, you would want to archive sort of do that.
00:00:21:31 - 00:00:52:13
Dane Whitcomb
We're going to be going into facility management and see where it is. And then in here we're actually going to go and click on the more button and you'll see that there's an archive of past reservations button. And the main benefit of archiving past reservations is it's going to look and it's going to change everything that's within our criteria here to an archive status.
00:00:52:17 - 00:01:16:29
Dane Whitcomb
It was probably active before and what that will do is when it's in the archive status, it's going to be hidden from any global sales purchase history, data grids and then also the report and data grids. It's going to be hidden from both of those spots by default. So your records will load a lot quicker in global sales and purchase history and in report data grids, you still can view it.
00:01:16:29 - 00:01:38:13
Dane Whitcomb
So there is still an option to report on archive facility reservations. And there's actually a process here where if you did, did archive more reservations and attended, we could reverse as well. So it's a safe program to use and it's only going to speed up those data grids to maybe just keep the last three years of reservations as active and the rest of be archived.
00:01:38:17 - 00:02:11:42
Dane Whitcomb
So I'll go through some of the settings here. So the process option, you can either archive or the reverse of it would be to recover those maybe you did on accident or you realized you needed back. So in this example, we're going to archive the records and then the report option is either summary or detail. So when we hit process, it's going to generate us a little PDF report and if we have in detail, it's going to show every individual facility reservation that was archived, whereas summary would show us the facilities that were archived and give us the total number of reservations archived by facility.
00:02:11:46 - 00:02:27:46
Dane Whitcomb
So it's really just the detail you want to see all do detail mode for this one. If you are doing years and years worth of dates, you might want to do summary if you know that you have a lot of reservations or yeah, if you know you have authorization, you might not want to see them all in detail.
00:02:27:46 - 00:02:50:11
Dane Whitcomb
So you might pick a summary. Maybe you're just doing one facility and you do want to see the detail view. That might be a good reason to use it. So in my case here, I want to run it on all facilities so I can leave it as is blank to ZZZ If you want to just do one facility or range, you can use this begin and end facility range here and then you can do it on a type as well.
00:02:50:11 - 00:03:24:29
Dane Whitcomb
So maybe you just want to do a certain type of facility out of your range so you could do it on a type. I don't have any types in here categories and things like that, and now it comes down to the beginning and end date. So this is the reservations. We do want to archive between these dates, so I'm going to set my begin date way back to a date maybe when I knew I first started using RecTrac 3.1 we'll use 2010, we'll say January 1st and then my end date would be the last dates.
00:03:24:29 - 00:03:58:09
Dane Whitcomb
I want to archive for everything after end date would be things that would stay. So we'll use the example of we want to keep everything from the last three years so we'll do an end of 2020, December 31st and we'll see everything after December 31st of 2020. Till now, we're keeping so we're in a process this and I didn't save my end date.
00:03:58:13 - 00:04:27:07
Dane Whitcomb
Here we go. And here it's just going to let us know that we are archiving 63 records. So I don't have a whole lot. This is like a test database, so you'd probably have much more if you're doing a range this big, but it does give you a preview there of how many will be archived. And then in a second here, I'll get that detailed report as well.
00:04:27:11 - 00:04:46:15
Dane Whitcomb
So I ran it in detail. So like I mentioned, you get every single reservation that was archives. So here's my 63 and then it does tell you each one. And then just like if you need recover, you could switch it over and do the opposite reverse. And as long as I'm running on that same criteria, I can then bring those back.
00:04:46:19 - 00:05:02:38
Dane Whitcomb
So it's a real easy program to use and it's only going to help things when it comes to going through data grids and the report screen. I think global sales, it's just going to allow you to filter things a lot quicker because it's not looking at really old reservations.