This article explains how to view Archived Records (Records that have been archived and removed from the default module list view in Assure, within any Module (a functional component of Assure designed to manage a specific area of health, safety, and risk processes). By default, an Archived Record will not appear on the main list of records. It can be toggled back into view using the Show Archived Records option, found within Filters. This setting must be enabled per user, per module. The article also covers how to un-archive a record using two available methods, the colour coding used to identify archived records in the Approval Manager, and how archiving can be automated using Workflow Rules.
Prerequisites
Before attempting to view archived records, confirm the following:
| Archiving is enabled: Archiving must be enabled at both the system level and the individual module level. If the Archive option does not appear on a record, contact your Assure Administrator to check these settings. |
| The user has the Archive Role Permission: The Archive permission allows a user to archive a module record. A user without this permission will not see the Archive option on a record. |
Overview
The record approval function within Assure allows records to be archived so that they still exist within the system, but are not visible unless filtered on specifically using the Archived Records checkbox. An archived record will not appear on the main list of records. It can be toggled back into view using the Show Archived Records option, found within Filters. The record can be un-archived at any time.
Which Records Can Be Archived?
Submitted records cannot be archived. They must be rejected or approved before they can be archived. All other record statuses are eligible:
| Record Status | Can Be Archived? |
|---|---|
| In Progress | Yes |
| Assigned | Yes |
| Submitted | No (must be rejected or approved first) |
| Approved | Yes |
| Rejected | Yes |
| Archived | N/A (already archived; can be un-archived) |
How to View Archived Records
An archived record will not appear on the main list of records by default. It can be toggled back into view using the Show Archived Records option, found under the Filters tab at the top of the browse page/list view. Enabling Show Archived Records needs to be done per user per module.
Navigate to the relevant Module and open the Browse Page/List View (the main screen displaying the list of records within a module).
Select the Filters option on the module page. From the menu that drops down, select the Show Archived Records checkbox.
The module list view updates to include archived records alongside active records.
| Note: Enabling Show Archived Records applies only to the current user's session within that module. Each user must enable the setting individually in each module where archived records need to be visible. |
How to Un-archive a Record
The record can be un-archived at any time by one of two methods. To do this, first locate the archived record by enabling the Show Archived Records filter.
Method 1: From Within the Record
Click into the archived record to open it.
Navigate to the Save Record button at the bottom of the screen.
Click the upward arrow next to the Save Record button.
Click Re-open Record from the options.
Method 2: From the Browse Page/List View
Remain on the Browse Page/List View with Show Archived Records enabled.
Navigate to the bottom of the record you wish to un-archive, in the Manage Record area.
Click the Re-open option.
AI Metadata
- Product Area: Record Management, Approval Workflow, Module Management
- User Role: All Assure users; Assure Administrators configuring module and system settings
- Tags: Archived Records, Show Archived Records, Filters, Browse Page, List View, Approval Manager, Record Status, Un-archive, Re-open Record, Workflow Rules, Module Setup
- Version/Region: All Assure versions; all regions
- Important Synonyms:
- Show Archived Records = Archived Records checkbox = Archived Records filter
- Browse Page = List View = Module List View
- Re-open Record = Un-archive = Un-archived
- Approval Manager = Approval Workflow Panel
- Record Status = Workflow Stage
- Suggested Embedding Keywords: view archived records Assure, show archived records checkbox, how to find archived records, archived record not visible, filter archived records Assure, un-archive record Assure, re-open archived record, approval manager grey status, archived status Assure, enable show archived records, archived records hidden default
- Relevant Modules and Cross-Module Implications: Viewing archived records is a platform-wide feature available across all Assure modules (for example, Incident Record, Risk Assessment, Audit, Equipment Register) where archiving has been enabled in both module and system settings. The Show Archived Records checkbox must be enabled per user per module. The Archived status is reflected in the Approval Manager, which displays records from all modules. Archiving behaviour is controlled per module via module setup settings. Workflow Rules can automate archiving across any module that supports the Approval Workflow.