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How to archive documents

Modified on Tue, 23 May 2023 at 01:25 PM

This article will show you how to archive Aico documents from Automation manager.

Typically we do not want to archive Account reconciliation and closing tasks until the entire month end process has finished. This is because archived documents will automatically disappear from our active dashboards.

Note: In 22.1, a new method of archiving was introduced which can replace this automation manager task using the Archive Due Date header. 

The benefit of this new approach is that it will automatically archive completed documents after the archive due date is set, removing the need to run this Automation Manager task.

You will need to go into Automation manager and create a new task template. Read this article if you don't know how to do this.

1. Start by creating a new task using the Complete Aico document task type.

2. Set the templates used by the tasks (Aico documents) that you would like to archive.

3. Set the Completed workflow status as we only want the task to archive those documents that are already completed. See the Forced completion task for how to deal with documents that are not yet completed.

4. It is possible to set this task to affect all companies even though you only connect it to a single company to run it. If you want to control this at an individual company level then leave this unchecked and connect the task to multiple companies.

Tip: It is not advisable to set All periods as this will act on all documents including those in the current period.

5. Tick the Archive completed documents box.

6. You can have an action log comment added to the document when it is archived. 

7. You set this to run automatically against a dedicated schedule group where you set the timings for the archiving task to run each period.

Note: You are generating this task in the normal way in that it is linked to the period and will only perform the action in the associated period.

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