This article explains how to enable and use the Auto Archive Training feature in Evotix Assure to reduce administration overhead when an employee leaves an organisation. When enabled, marking a Person Register record (the individual's entry in the Assure module that stores employee and contractor records) as Not Current automatically archives the associated Training Needs Analysis (TNA) records and Training Records for that person. Open Actions and Reviews linked to those records are simultaneously set to Removed. This feature is scoped to the People and Training module and requires two prerequisite settings to be enabled before the main toggle is activated. Archiving cannot be reverted automatically and must be undone manually.
Prerequisites
Before enabling Auto Archive Training, the following two settings must be configured in sequence:
Step 1: Enable Archiving on the Training Needs Analysis and Training Records Modules
The Is Archived Used setting must be enabled for both the Training Needs Analysis module and the Training Records module before the Auto Archive Training option becomes available.
- Navigate to Settings > System Configuration > Module Setup.
- Select the Training Needs Analysis module.
- Confirm the Is Archived Used checkbox is selected.
- Repeat for the Training Records module.
Step 2: Enable Auto Archive Training in System Settings
- Navigate to Settings > System Configuration > System Settings.
- Locate the Auto Archive Training tickbox within the System Settings section.
- Select the tickbox.
- Click Save.
Important: Enabling the Auto Archive Training setting immediately archives all existing Training Needs Analysis and Training Records associated with any Person Register records that are already marked as Not Current at the time of saving. An email summary of all records archived during this initial process is sent to the user who changed the setting. For further information on what this email contains please click here.
How It Works
Once Auto Archive Training is enabled, the following process is triggered whenever a user marks a Person Register record as Not Current:
- Navigate to the relevant Person Register record.
- Deselect the Is Current checkbox.
- Click Save. A warning dialogue appears.
- Click Archive to proceed, or click Cancel to return to the Person Register record without making any changes.
When the user confirms by clicking Archive, Assure automatically archives:
- All Training Needs Analysis records associated with the person.
- All Training Records associated with the person.
Note: This action cannot be reverted automatically. If records need to be reinstated, they must be unarchived manually on each individual record.
What Happens to Actions and Reviews
When records are archived, associated Actions and Reviews are affected as follows:
| Record Type | Status at Time of Archiving | Outcome |
|---|---|---|
| Actions (linked to TNA or Training Records) | Draft, Not Started, or In Progress | Set to Removed |
| Reviews | Open | Set to Removed |
Notifications for Removed Actions
- Open Actions: The Assignee and the user who raised the Action both receive an email notification explaining the Action has been removed.
- Draft Actions: Only the creator of the Draft Action receives an email notification.
Viewing Removed Actions in Action Manager
Removed Actions are retained in the system and remain visible in the Action Manager. To view them:
- In Action Manager, select the Show Closed and Removed Actions tickbox.
- Apply the Removed Actions filter from the filter options.
Permissions
| Permission | Effect |
|---|---|
| Manage System Settings (Supervisor Privilege) set to Allow | Required to enable the Auto Archive Training setting in System Settings. When enabled, this immediately archives Training Needs Analysis and Training Records for all existing non-current Person Register records. |
| Ability to edit a Person Register record and mark as Not Current | Once Auto Archive is enabled, any user with this ability can trigger the auto-archive process. |
| Archive Role Permission in the Training Needs Analysis and Training Records modules | Required if a user needs to archive records manually. This permission is not required to trigger auto-archiving via the Is Current checkbox. |
AI Metadata
- Product Area: Evotix Assure -- People and Training module, Person Register, Training Records, Training Needs Analysis, System Settings, Action Manager
- User Role: System Administrator (to enable the feature); any Assure user with access to edit a Person Register record (to trigger archiving)
- Tags: Auto Archive Training, Training Records, Training Needs Analysis, TNA, Person Register, Leavers, Is Current, Not Current, Removed Actions, Archive, People and Training, System Settings, Module Setup
- Version/Region: All Assure versions; all regions
- Important Synonyms: Person Register = People Register = Person Record; Training Needs Analysis = TNA; Is Current = Current status; Not Current = Deactivated = Leaver; Auto Archive Training = Auto-archiving training records; Training Records = Training History; Removed Actions = Archived Actions; Manage System Settings = System Configuration permission; Action Manager = Task Management
- Suggested Embedding Keywords: auto archive training leavers Assure, archive TNA records leaver, archive training records not current, mark person not current Assure, auto archive training Assure settings, remove actions training archive, leaver offboarding training Assure, person register is current checkbox, training management leavers Assure, unarchive training records manually Assure, removed actions training Assure, Auto Archive Training enable
- Relevant Modules and Cross-Module Implications: This article is scoped to the People and Training module in Assure. Cross-module implications include: (1) Action Manager -- Actions linked to TNA and Training Records that are in Draft, Not Started, or In Progress status are set to Removed and become visible in Action Manager via the Show Closed and Removed Actions filter; (2) System Settings -- the Auto Archive Training toggle is configured at the system level and applies globally across all Organisational Units; (3) Module Setup -- the Is Archived Used setting must be enabled per module for Training Needs Analysis and Training Records before the Auto Archive Training option appears in System Settings. This article is the counterpart to the Automatically Create Training for New Joiners article, which covers the onboarding equivalent workflow.