Setting up auto archives and purging historical data

Historical invoice records can be automatically archived, by department, for a specific timeframe and designation type. Using department, timeframe, and designation filters, administrators can also purge or delete historical records as well.

Archived records can be filtered on the invoice dashboard, while purging/deleting records will permanently remove the records from the database.

To archive records:

1. In Administration, select the Departments tab.

2. Click on ‘Modify’ next to a department.

3. Check the checkbox next to the designation type you wish to archive and enter the number of years after you wish to archive records. The invoice date is to determine the number of years.

4. Click on ‘Modify this Department’ to save your changes.

5. You will want to make these changes for each department that applies.

Please note: Individual invoices can be archived on the invoice form.

To delete or purge records:

1. In Administration, select the Purge tab.

2. Select one or more departments (using the shift or control keys to select multiple at once).

3. Select one or more designations (using the shift or control keys to select multiple at once).

4. Select the ‘Before Date’ to determine how far back to delete invoice records (the invoice date will be used for this determination).

5. Download the Report File of all records that will be removed. We recommend saving this file for future reference.

6. Click on button to ‘Purge Data and File Attachments’. This will instantly and permanently remove them from the database.