Luca Brasi–and His Records–Sleep With the Fishes

Archive from an Open Record

Are you tired of scrolling through giant lists of work orders on your iOS device? Do you find yourself scrolling past tons of old records to get to the one you want? It may be time to do a little spring cleaning and archive those dead proposals, paid invoices, and completed sales orders, work orders, and projects.

Archiving vs. Deleting Records

  • Archiving old work orders means you won’t have to trip over a big list every time (if you’ve ever waded through a giant WO list on your iOS device, you know the pain I’m talking about).
  • Archived records are available any time you need them (unlike deleted records!); they just won’t clog up your lists.

We strongly recommend that you always archive old records instead of deleting them. Deleting means gone forever, Clementine. Archiving, on the other hand, means the records remain available but can be easily removed from your module list when you just want to see active records.

To remove archived records from a module list:

  1. Open the Options menu
  2. Click the Hide Archived button

Click the Show Archived button to view all records again.

How to Archive Records

Archive Work Orders on an iOS Device:

  1. Open the Work Order module from your dashboard
  2. Find and open the Work Order you wish to archive
  3. Click the gears icon at top right
  4. Check the Archive Work Order checkbox

Manually Archiving WO, Invoices, and Projects on a Desktop Computer

Archive from the Module List

There are two ways to archive work orders, invoices, and projects.

  1. From the iPoint dashboard:
    1. Open the desired module
    2. Tick the Archive checkbox at the far right of the module list
  2. From an open work order, invoice, or project:
    1. Click the blue Options button at the top
    2. Tick the Archive checkbox

Auto Archive Work Orders and Invoices

Auto Archive Work Orders

Work Orders

Set work orders to auto archive when billing is complete:

  1. Open the Settings module
  2. Go to Module Settings
  3. Click the Work Orders tab
  4. Tick the Archive Work Order when Billing is Completed checkbox
Invoices

Set invoices to auto archive when the customer has paid in full:

  1. Open the Settings module
  2. Go to Module Settings
  3. Click the Invoices tab
  4. Tick the Auto Archive Invoice when Paid In Full checkbox

Auto Archive Invoices / Show Archived Invoices

You can also set archived invoices to show by default (in module lists, in the CRM module, etc.):

  1. Go to Module Settings > Invoices tab
  2. Tick the checkbox for Show Archived Invoices by Default

Archiving Proposals and Sales Orders

To archive a proposal or sales order*:

  1. Open the desired module
  2. Tick the Archive checkbox at the far right of the module list
  3. When archiving a sales order, you will be prompted to archive any associated projects and work orders, making clean up even easier!

*You can archive records in most modules using these steps.