Summary
Join Brian Hatch as he walks through the section archiving process including settings that can help expedite the activity section setup for next season.
Video
Transcript
Brian Hatch 0:05
In this video, we'll walk through the process of archiving sections in RecTrac. Archiving sections is typically done for older sections that you no longer need to see in any of your data grids. And it'll automatically hide those in those data grids. And it'll at the same time automatically clone or copy over your sections for your next round of programming. So it's typically done on a seasonal basis. For programmers working with activity sections and RecTrac. To highlight this functionality, we're going to jump to activity section inquiry first. And I've got one section that we're going to be using as our examples. So my youth soccer here, so one section, and I can see that's currently active, I have 10, enrollments, my 2021, dates and year tied to this. If I scroll all the way, right, I could see it in my archive status is currently not checked. So this is a current section that's going to be showing up and all the places you'd typically see an activity section in RecTrac.
Brian Hatch 0:55
To run the actual section archive process, so from the menu, you can Type in section or you can Type an archive, and you can launch the section archive program. And I have mine up here, I've actually already have a set for my one individual section that we're going to walk through in this example. So I've got my beginning ending section already set. Because I'm running for one section, I'm going to skip all the other criteria on the left hand side, but you might run this for a wider range in your database, you might run it for an entire season, or you might run it for entire group of programs. And those cases, you probably have a wider beginning ending section range. And you might use some of the other filters that are listed below the season, year, category or Type or options that you might use. To help make sure you get the right group of programs that you actually want to archive. On the right hand side, we have a few different options for what you want to happen as far as the new section settings. So the first option here is going to be your create new section. So again, that's Do you want the copy or clone process to take place when you archive the sections that you're working with. So that way you have the new sections already ready that you just need to make updates to. So that's typically what we'd see on a seasonal basis.
Brian Hatch 2:00
The other options in this pulldown are to not create sections at all. So if you're using this for kind of a cleanup step for maybe previous year sections that you're not looking to either reuse or maybe just that archive process was skipped on, you can do do not create new sections and just archive them to get those cleaned up. And the third option is to create new sections. But maybe you've already started enrollments for the current year, and you forgot to run the archive process. This allows you to keep those enrollments on the roster and then just use this date to automatically find the records that you want to be sent with the archive record that will be hidden going forward. And the records that you want to be tied to the new section that's going to be created as a part of this process. So in our example, we're going to actually create new sections, there's an option below there for Section date. So I'm gonna leave that at none right now. You have the option of adding days, months or years to your section automatically. If that helps with future updates. In our example, we're just going to leave it with the current date. And then below there a similar option is the year setting on this section.
Brian Hatch 3:01
Do you want to automatically push it out a year? Or do you want to use one of our other settings to fly the the year section, the year setting on your section. And below there, we have a few other options for what you want to happen. If you are using these date options and how you want that to either impact your fees and rule settings in case it applies. How do you want your status statuses to end up on your sections in your activities? And then also, what do you want to happen? Should there be any custom schedules or holidays linked on your old sections? Do you want to remove those and start over from scratch on your custom schedules for your new sections. So at this point, I'm going to hit process. And we're gonna get a challenge message that gives us a chance to review and double check what we're actually doing this for. So in my case, I have one section that I'm writing this for, and actually 18 Different roster records are involved, I actually only have 10 enrollments, but between cancel records and waitlist status entries, there's 18 total records that are actually going to be in place, we just want to make sure these numbers match up with what we're anticipating based on our criteria on the previous Screen.
Brian Hatch 3:01
In my example, I'm going to skip the report and just hit Continue. The report will show you the results for the just a listing of the activity sections that were in play for this process, not a highlight what actually took place we're gonna switch over to activity section inquiry. And at this point, I'm going to highlight this and hit refresh. And watch we end up with two different sections that are now displayed. And you can see the tenant section with 10 enrollments is listed here. If I scroll to the right, I still have my old dates on here, I still have my 2021 year on there. And if I scroll all the way to the right, I can see it's actually now archived. So by default, it's or it's now marked to be hidden in every data grid by default moving forward. And then it automatically created my new section. So completely separate section record with nobody enrolled in it. And now I have the opportunity as a programmer to go in there and make the edits that I need to for the upcoming year. So I update my dates times days, the week, fees, rules whatever needs to change from my previous round of this program to my new round of this program I now have the ability to go in there and do that and it's now completely separate from my my previous iteration of this section and that is a walkthrough of the section archive process in RecTrac