Archive Records

How to change the status of records to simplify reporting

You can now change the status of records to move between "Live" and "Archived." Archiving records is similiar to filing documents away in a cabinet. They are still there, but they are not cluttering your desk (or reports) anymore. 

Archived records are hidden from Table Report by default, making it easier to focus on your current data. This is especially helpful if you do frequent assessments and have a lot of information in Risk Cloud.

Archive Records

Here is how to move a record to the archive:

1. Go to Work > Update Fields. You can read about Bulk Update Fields here.

2. Select the Workflow where your record lives (and optionally, the specific Steps within that Workflow), and select the Field, Archived Status, from System Fields. Click Search Records.

3. Filter your records to show only the ones you want to archive. Select ARCHIVED as the new Field value.

4. Click Update Field Value. 

Archive Records using Job Operations

You can automatically archive records using a Job Operation. This can be useful for situations where you want to automatically mark records as inactive or archived when they meet certain criteria.

For more information on using Job Operations, please read Job Record Operations for Advanced Automations.

1. Select the Trigger Type and Workflow. For example, if you want to archive vendor records when they are moved to an "Inactive Vendors" Step in your Workflow, you would choose that specific Workflow as the trigger.

2. Add an Operation and selection Update Field.

3. Within the "Update a Field" operation, under "System Fields," select the Field named Archived Status.

4. Select ARCHIVE or LIVE as the value you want the Field to be updated from the "Replace field value" drop-down.

5. Save the Operation and the Job. As a reminder, the Job's execution history will indicate when this automation takes place. 

View Archived Records

Workflow Configuration Modal: Navigate to the "Records" tab of the Workflow configuration modal. This will tell you how many of the records in the workflow are archived.

Record Banner: A banner message also appears at the top of individual archived records telling you that it has been archived.

Find Archived Records

While archived records are hidden from most reports, you can still see them if you need to. In the report settings of a Table Report, there's an option to "Include archived records." Click the checkbox to enable archived data to show up in that specific report.

Note: By default, the “Include archived records” option will be DISABLED for all Table Reports. This means that once you start archiving records, they will be excluded from the Table Report results.

Additional things to keep in mind:

• Visual Reports that use a Table Report as their source will inherit the "Include archived records" setting from that Table Report.
• Archived records are still visible and usable in Linked Workflows.
• Relationship Reports will also show archived records.