The Archive Records program allows you to change the SADetail record for items within your filter ranges from 'Active' to 'Archived.' By default, Archived Records do not show in Purchase History and reporting DataGrids, thus allowing those DataGrids to load faster during daily operations.
Archived Records:
- Are NOT purged or deleted from your Database.
- Can be updated in Purchase History, provided you set your default filter to include Archived Records.
- Can be reported on, provided you opt to Include Archived Records in your report filters.
To Run the Archive Records program
Note: This program builds the screen dynamically based on the Module from which you entered it. Due to this, fields on the screen will vary.
- Select Archive Records as your Process Option.
- Select your Report Option.
- Detail - Lists each individual record. For Example: If Archiving Facility Reservations, the report will list each Reservation being archived in chronological order.
- Summary - Provides totals by Code. For Example: If Archiving Facility Reservations, the report will list the number of Reservations archived by Facility Code.
- Set additional filters as needed. This program builds the screen dynamically based on the Module form which you entered it, so field filters onscreen will vary.
- Accept the default value (1000) in the Max Records to Verify field or choose another setting. This field dictates the max number of records that will be listed on the Confirmation Message you receive when electing to Process. It does not impact the number or records that will be archived.
- Enter a Date Range. As a general rule, VSI recommends keeping at least three (3) years of 'Active' data, meaning your date range should be at least three (3) years in the past. For Example: If the calendar year is 2018, you would enter a date range of 2015 or prior.
- Click Process when ready. The system will provide a confirmation message and Report options. Click OK to run the Archive. The process runs on the AppServer. The Notification Center will alert you when it is complete.
From the bottom of the screen…
Click Process to initiate the Archive. The system will provide a confirmation message and Report options. Click OK to run the Archive. The process runs on the AppServer. The Notification Center will alert you when it is complete.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Archive Records
Process Option (ArchiveRecords_ProcessOption)
Expand the Drop-down list and select your Process Option:
- Archive Records - Select this option to change the SADetail record for items within your filter ranges from 'Active' to 'Archived.' By default, Archived Records do not show in Purchase History and reporting DataGrids, thus allowing those DataGrids to load faster during daily operations.
- Reverse an Accidental Archive Process - Select this option to reverse the process. When selected this option will change the SADetail record for items within your filter ranges from 'Archived' to 'Active.' By default, Active Records show in Purchase History and reporting DataGrids.
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.
Report Option (ArchiveRecords_ReportOption)
Expand the Drop-down list to select your Report Option.
- Detail - Lists each individual record. For Example: If Archiving Facility Reservations, the report will list each Reservation being archived in chronological order.
- Summary - Provides totals by Code. For Example: If Archiving Facility Reservations, the report will list the number of Reservations archived by Facility Code.
Begin Facility (ArchiveRecords_FRFacilityComboKeyBegin)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Facility Codes, if desired. Only Facilities within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
Begin Inventory Item (ArchiveRecords_PSInventoryCodeBegin)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Inventory Codes, if desired. Only Inventory Items within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
Begin Ticket (ArchiveRecords_PSTicketMainCodeBegin)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of PS Ticket Codes, if desired. Only Tickets within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
Begin Service Item (ArchiveRecords_PSServiceItemCodeBegin)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Service Item Codes, if desired. Only Service Items within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
Begin Pass Code (ArchiveRecords_PMPassCodeBegin)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Pass Codes, if desired. Only Pass Memberships or Pass Visits (depending on which button you clicked) for the Pass Codes within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
End Inventory Item (ArchiveRecords_PSInventoryCodeEnd)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Inventory Codes, if desired. Only Inventory Items within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
End Ticket (ArchiveRecords_PSTicketMainCodeEnd)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of PS Ticket Codes, if desired. Only Tickets within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
End Pass Code (ArchiveRecords_PMPassCodeEnd)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Pass Codes, if desired. Only Pass Memberships or Pass Visits (depending on which button you clicked) for the Pass Codes within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
End Service Item (ArchiveRecords_PSServiceItemCodeEnd)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Service Item Codes, if desired. Only Service Items within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
End Facility (ArchiveRecords_FRFacilityComboKeyEnd)
Accept the default values (<blank> to ZZZZZZZZZ) or click the Picklist icons to select a range of Facility Codes, if desired. Only Facilities within the range selected will be included in the process.
Note: If you had a Code selected in the DataGrid that Code will populate these fields. Accept that as your default or overwrite as needed.
Service Item Type (ArchiveRecords_PSSTypeCodeComboBox)
Click the Combo Box icon to select Service Item Type Codes, if desired. The process will include only those Service Items with a matching Type Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Pass Type (ArchiveRecords_PMTypeCodeComboBox)
Click the Combo Box icon to select Pass Type Codes, if desired. The process will include only those Passes with a matching Type Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Facility Type (ArchiveRecords_FRTypeCodeComboBox)
Click the Combo Box icon to select Facility Type Codes, if desired. The process will include only those Facilities with a matching Type Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Ticket Type (ArchiveRecords_PSTTypeCodeComboBox)
Click the Combo Box icon to select PS Ticket Type Codes, if desired. The process will include only those Tickets with a matching Type Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Inventory Item Type (ArchiveRecords_PSITypeCodeComboBox)
Click the Combo Box icon to select Inventory Type Codes, if desired. The process will include only those Inventory Items with a matching Type Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Inventory Item SubType (ArchiveRecords_PSISubTypeComboBox)
Click the Combo Box icon to select Inventory SubType Codes, if desired. The process will include only those Inventory Items with a matching SubType Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Service Item SubType (ArchiveRecords_PSSSubTypeComboBox)
Click the Combo Box icon to select Service Item SubType Codes, if desired. The process will include only those Service Items with a matching SubType Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Ticket SubType (ArchiveRecords_PSTSubTypeComboBox)
Click the Combo Box icon to select PS Ticket Sub Type Codes, if desired. The process will include only those Tickets with a matching Sub Type Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Facility SubType (ArchiveRecords_FRSubTypeComboBox)
Click the Combo Box icon to select Facility SubType Codes, if desired. The process will include only those Facilities with a matching SubType Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Pass SubType (ArchiveRecords_PMSubTypeComboBox)
Click the Combo Box icon to select Pass Sub Type Codes, if desired. The process will include only those Passes with a matching Sub Type Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Inventory Item Category (ArchiveRecords_PSICategoryComboBox)
Click the Combo Box icon to select Inventory Category Codes, if desired. The process will include only those Inventory Items with a matching Category Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Service Item Category (ArchiveRecords_PSSCategoryComboBox)
Click the Combo Box icon to select Service Item Category Codes, if desired. The process will include only those Service Items with a matching Category Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Ticket Category (ArchiveRecords_PSTCategoryComboBox)
Click the Combo Box icon to select PS Ticket Category Codes, if desired. The process will include only those Tickets with a matching Category Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Facility Category (ArchiveRecords_FRCategoryComboBox)
Click the Combo Box icon to select Facility Category Codes, if desired. The process will include only those Facilities with a matching Category Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Pass Category (ArchiveRecords_PMCategoryComboBox)
Click the Combo Box icon to select Pass Category Codes, if desired. The process will include only those Passes with a matching Category Code.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType tab.
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Max Records To Verify For Confirmation Message (ArchiveRecords_MaxVerify)
Accept the default value (1000) or expand the Drop-down list to choose another setting. This field dictates the max number of records that will be listed on the Information Message you receive when electing to Process the Archive. This is informational only. Your setting here does not impact the number or records that will be archived.
How the Message Works:
- If there are more records to archive than the value entered, the system will return a message reading, Total records involved in this transfer: More than <x> records." For Example: Total records involved in this transfer: More than 100 records..
- If there are fewer records to archive than the value entered the system will tell you the exact number.For Example: Total records involved in this transfer: 260.
Image A: Information Message with More Records than Max Value | Image B: Information Message with Fewer Records than Max Value |
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Click the Image to enlarge. |
Click the Image to enlarge. |
Begin Date (ArchiveRecords_BeginDate)
Select your Begin and End Archive Date range.
THEN
Take appropriate action in the right-hand column to specify the actual dates you wish to select.
It is always safe to use Actual Date for this field and your date will be whatever date you select from the Calendar. As a general rule, VSI recommends keeping at least three (3) years of 'Active' data, meaning your date range should be at least three (3) years in the past. For Example: If the calendar year is 2018, you would enter a date range of 2015 or prior..
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteEnd Date (ArchiveRecords_EndDate)
Select your Begin and End Archive Date range.
THEN
Take appropriate action in the right-hand column to specify the actual dates you wish to select.
It is always safe to use Actual Date for this field and your date will be whatever date you select from the Calendar. As a general rule, VSI recommends keeping at least three (3) years of 'Active' data, meaning your date range should be at least three (3) years in the past. For Example: If the calendar year is 2018, you would enter a date range of 2015 or prior..
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteSkip Records With A Balance Due (ArchiveRecords_SkipBalance)
Select this option to exclude records with a balance from the archive process.
Delete