The Section Archive program allows you to move current Activity Section information from an 'active' status to an 'archived' status, thus allowing you to retain historical data on your enrollments for reporting/statistical/administrative purposes while creating new, identical Sections within RecTrac for future use. The information stored in the archive file will be maintained until it is purged from the system. VSI recommends keeping archive files for a minimum of three (3) calendar years.
Balances due, if any, for activities you archive remain linked and can be addressed through Global Sales • Purchase History.
Generally speaking, this program should be used for Sections with fixed beginning and ending dates, and it should be run just prior to the upcoming registration period for the program(s) in question. For example, Youth Swimming Summer runs for eight (8) weeks in June and July every year, meeting every Tuesday and Thursday from 2:30-4:00 pm. You offer six (6) Sections every year. In May, just prior to the registration period for summer 20xx, you would run this program to archive "last summer's" Sections. As a result of running the Archive, six (6) new sections would be created on the fly. You would then use the Bulk Section Update program to update registration dates, start/end dates, fees, etc. for "this year's" offering.
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.
See Also: Topic Doc - Archiving.
See Also: Topic Doc - Period End Processes.
To Run the Section Archive Program
- Enter a Begin and End Section range.
OR
Enter a Section Wildcard, if desired. - Recommended: Enter a Season and Year in their respective fields. When a Season and Year are entered, only those Sections within your range that have a matching Season and Year will be archived. Should you leave these fields blank, you run the risk of Archiving more sections than desired.
- Optional:Enter Section Categories and/or Types, 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.
- Make selections in the Make New Sections Inactive After Archiving and Make Activity Inactive if All Sections are Inactive fields.
- Select your New Section Option and your New Section Year option. Use the "i" Information icons for field definitions as needed.
- Click Process to run the Section Archive program. Review your selection for accuracy, and determine your print option for the by-product report. Click Continue to complete the process or click Cancel to return to the program and change information if needed.
- Repeat these steps to Archive other Sections as needed, or Exit back to the main menu.
Note: In the event you Archive more Sections than you wanted to, you can recover a Roster that has been Archived by using the Archived Activity Section Management program. On that program, highlight/select the Activity to which the Archived Section belongs and click Change • Click Archived Sections. Be aware that the roster recovery program only allows you to recover rosters for one (1) Section within one (1) Activity at a time. Currently there is no "Bulk Roster Recovery" option in RecTrac 3.1.
Other buttons on the screen…
Click Process to run the program and Archive the selected sections. Review your selection for accuracy and determine your print option for the by-product report. Click Continue to complete the process or click Cancel to return to the program and change information if needed.
Click Close to exit this program.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
See Also: Topic Doc - Archiving.
The Archived Activity Section Management program allows you to see all Sections from the selected Activity that have been Archived, provided they have not been deleted/purged from your database. This program also allows you to recover a section from Archive and restore it to "current" status, if needed.
Notes:
- This program allows you to recover rosters for one (1) Section within one (1) Activity at a time only. Currently there is no "Bulk Roster Recovery" option in RecTrac 3.1.
- This program recovers all rosters (i.e. all enrollees) from the selected Section. At this time RecTrac 3.1 does not offer an option for single roster entry recovery only (i.e. if the Section you wish to recover had 10 enrollees, but you only need one (1), then all 10 roster records will be recovered. You cannot pick and choose which of the 10 roster records you wish to restore.)
To Recover Archived Rosters
- Highlight the section in question and click the Recover Section button. Depending on whether you have current Sections with the same code, anddepending on whether those current sections have enrollments, the options you have will vary.
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Archived Section being Recovered has Current Matching Sections with Valid Enrollments
- Rename Section To: <Section Code>-<x> - Use this option to leave the Current Section and have the recovered section given a "-<x>" delimiter to signify it is a recovered section. For Example: 370101:01-1, where "3701017:01" is the Activity Code:Section Code and "-1" is the appended delimiter that signifies a recovered section. If you have more than one recovered section of the same Code, the appended delimiter will increment accordingly.
- Leave Both Sections (Not Recommended) - Use this option to recover the section without renaming it. In this event, when you complete the recovery, you will have two (2) active sections using the exact same code. For obvious reasons, this is not recommended.
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Archived Section being Recovered has Current Matching Sections without Valid Enrollments
- Delete (There are no Current Enrollments - Choose this option to delete the Current Section and replace it with the one you are recovering.
- Do Not Delete - Rename Section To: <Section Code>-<x> - Use this option to leave the Current Section and have the recovered section given a "-<x>" delimiter to signify it is a recovered section. For Example: 370101:01-1, where "3701017:01" is the Activity Code:Section Code and "-1" is the appended delimiter that signifies a recovered section. If you have more than one recovered section of the same Code, the appended delimiter will increment accordingly.
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Archived Section being Recovered has No Current Matching Sections
- The system simply recovers the archived Section to 'Active' status.
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Archived Section being Recovered has Current Matching Sections with Valid Enrollments
- Choose the option that is best and click Continue to complete the process.
- Repeat these steps to recover other sections, as needed, or click Back to return to the previous menu.
ARSectionArchivedMain_Tab1
Archived Activity Sections (ARSectionArchivedMain_DataGrid)
The Archived Activity Section Management DataGrid screen lists all the sections currently linked to a particular activity that have been archived (i.e. sent to history). Scroll up/down to view all the Sections. Scroll left/right to view the section details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Buttons on the screen…
Highlight/select an existing record and click Change to continue to the ActivitySection Update screen to update information for a Section.
Highlight/select an existing record and click Delete to remove it from the database.
Note: Roster and financial information for the Activity Section must be purged.
Highlight/select an existing record and click Recover to recover the roster from Archived status to Active status. Refer to the steps in the "?" Header Help for a full description of your options.
Click Back to return to the Activity Update screen.
To exit this program click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Delete