Use Automation to move records to an archive folder
Archiving records helps clients who are required to keep volunteer records for a period of time even after they have stopped volunteering. Archiving records after volunteer becomes inactive allows clients to retain records without having to filter for active records when reporting.
If reporting hours from the log book, there is an option to include hours from archived records (see https://help.samaritan.com/archive).
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Identify the record(s) to be moved, then create a grid or filter to save the view.
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Consider updating the record status.
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Volunteer Status can include an “Archived” status
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Opportunity end date can be set to the past so they are expired
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Organizations can be set to “Inactive”
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If the records are tied to another through placement, referral or affiliation,
then remove the connections before proceeding. -
Create an Automation:
Type = the type of record you are archiving. Volunteer is most common but other types can be archived as well. -
Set Permissions
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Set Trigger (can be scheduled, on save, or on demand).
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Set Apply To filter or grid to identify records, or all records if running manually / on demand.
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Set Action(s):
Actions include the ability to change folders: add to, remove, or move to
For archiving purposes, the record should be moved out of all other folders and into the Archive Folder. This may require separate actions.