Help ELMA BPM Platform

Archive

Document archive – is a subsection that displays the list of outdated or unused documents (Fig. 1). The name of each document in the list has the [Archive] mark.

Fig. 1. "Archive" subsection

Archive is located in the ELMA Documents section. It is displayed only if the user has "View/Load" access permissions to this folder. In order to archive a document, a user requires full access to this document, and permissions for editing the parent folder that contains the document.

By default, only ELMA administrator has full access permissions. Note, that a user with full access permissions can grant permissions to the users.

A document that was moved to the archive, can be restored or deleted (if a user has the respective access permissions), and also included in the document search in the following cases:

If on the Advanced Search form the Do Not Search in Archive option is set to Yes. In this case, the search results will show all relevant documents, including the archived ones.
If on the Advanced Search form the In Archive option is set to Yes. In this case, the search results will show only those documents that are in the Archive.

Archiving a document

There are several ways to archive a document:

click Move to Archive in the context menu of the document (Fig. 2);

Fig. 2. File context menu. "Move to Archive" button
click Actions – Send to Archive in the toolbar of the document page (Fig. 3);

Fig. 3. Document page. "Actions – Send to Archive"
in any directory of the Documents section check the boxes for required documents and click Selected – Send Documents to Archive (Fig. 4).

Fig. 4. "My Documents" folder. "Selected – Send Documents to Archive"

In the opened dialog box (Fig. 5) confirm that you want to archive the document by clicking Yes.

Fig. 5. Confirmation dialog for archiving

In case the document you want to archive is attached to a task, a dialog box will appear. In this dialog box select one of the options (Fig. 6):

Fig. 6. Confirmation dialog for archiving the document attached to a task

Keep tasks active – leave tasks open.

Close tasks – close tasks related to the document.

Cancel – cancel archiving.

Document will be moved to Archive. The In Archive unit will appear on the document page (Fig. 7).

Fig. 7. Document page. "In Archive" unit

Any link to a page of an archived document (for example, a link in task history) has the [Archive] mark (fig.)

Fig. 8. Document page. Link to an archived document

Restoring documents from Archive

Documents can be restored from the Archive folder in different ways:

select Restore from Archive in the context menu of the document (Fig. 8);

Fig. 8. Context menu. "Restored from Archive" button
click Actions – Restore form Archive in the toolbar on the document page (Fig. 9);

Fig. 9. Document page. "Actions – Restored from Archive"

In the appeared dialog box (Fig. 10) confirm restoring by clicking Yes.

Fig. 10. Confirmation dialog box

The document will be restored to the folder, from which it has been moved to archive. The document history will display entries, that the document was archived and restored.

Deleting documents

It is not possible to delete the documents that are not in the Archive. If you need to delete a document, you have to move it to Archive first and then delete it. To delete a document, you need access permissions. By default, only the system administrator has permissions to delete documents. The administrator can assign the access permissions to other users in Administration – Users – Access settings – Global access settings – Document management – Allow to delete documents .

Documents can be deleted in several ways:

select Delete in the context menu of the document (Fig. 11);

Fig. 11. Context menu. "Delete" button
click Actions – Delete document in the toolbar of the document page (Fig. 12);

Fig. 12. Document page. "Actions – Delete document" option
in the Archive folder check the boxes of the documents you want to delete and click Selected – Delete Objects (Fig. 13).

Fig. 13. "Archive" subsection."Actions – Delete Objects"

In the opened window, confirm (Fig. 14) that you want to delete the document by clicking Delete.

Fig. 14. Delete confirmation dialog

The document will be deleted from ELMA.