Flag for Archive

For any item in specific views (employees, projects, tasks, etc.), check the Flag for archive box if you would like this item is to be removed for the database when you ask Dovico Support to perform an database archive. Archiving is an alternate to deleting. It effectively accomplishes the same as delete, but the item and all associated information is stored in a separate, archive database.

 

Notes:

  • While any manager can flag an item to be archived, the Archive function can only be performed by Dovico Support. It is offered as a professional service. Please contact your sales representative for details (http://www.dovico.com/contactus.aspx).

  • The archiving process can take a considerable amount of time to execute because the process involves making a copy of the entire database. Archiving should be done during non-peak hours.

 

How Archiving works?

 

 

Careful consideration should be taken before archiving an item. The following points describe the implications of archiving some of the more important elements within the software:

 

If an employee is archived, all the hours worked for that employee are removed from the source database. All expenses entered by the employee are also removed. All related information: hours worked for projects, project costs associated with the employee, estimates created for this employee are also removed.

If a project is archived, all the hours worked for that project are removed from the source database. All expenses entered for the project are removed.

If a task is archived, all the hours worked against that task are removed from the source database. All project costs and estimates associated with the task are also removed.

If a task group is archived, all assignments made using the task group are removed from the source database along with any estimate information entered for those assignments made using task groups. Time entries associated with the tasks belonging to the task group are not removed.

 

 

Pre-archive Check List

 

  1. Run the 'Items Flagged for Archiving' report to check which items have been flagged for archiving..

  2. Employees

  • An employee cannot be archived if he or she has submitted time or expenses waiting to be approved. The time or expenses must first be approved before the employee can be archived. Check the Time & Expense Approval view for time or expense waiting for approval. You can also run the 'Time and Expenses Under Review' report and select 'Under Review' as the Sheet Status to see if there are outstanding sheets waiting to be approved.

  • An employee cannot be archived if he or she is set up as the only approving Manager in an approval workflow. Check all workflows in the Approval Workflows and Approval Templates tabs  (Menu > Approval Workspace > Workflows) to see if the employee is the only approving manager for a workflow. Replace him or her as approving manager if required.

  1. Clients

  • A Client cannot be archived if removing that client would leave 2 projects, which have no associated clients, with the identical project names. To check, go to the Items List tab and select Projects from the drop-down in the upper left corner. All projects are listed alphabetically. Scan the list for identical project names. If you see 2 projects with the same name and both have an associated client, then you can archive the client. If one of the 2 identically named projects does not have an associated client, then that client cannot be archived. To fix this issue, one of the projects must be renamed.

 

 

To flag an item for archive:

  1. From the view or properties window, select the item to flag for archive.

  2. Locate and check the Flag for archive check box.

  3. Click Save or Done depending on the type of view.
     

When Dovico Support performs the archive, all flagged items are removed from the source database and stored in the archive database.
 

Tip: You can review all items flagged for archive by using the Items Flagged for Archive report.