If job archiving is enabled, jobs are archived whenever they are revised in the system. Archived versions are created when jobs are edited, renamed, finalized (upon workflow completion), or when data is imported.
- To view the “Manage Archives” screen
- To understand the key fields
- To manually create a job archive
- To view the job archives side-by-side
- To view a job archive
- To compare job archives
- To replace the job description
- To delete a job archive
- To view the archived documents
- To enable archiving for a job
- Related articles
The archiving feature must be enabled to create job archives.
To view the “Manage Archives” screen
1. Navigate to the Job Management tab.
2. Select the job and click Archives.
This displays the archives of the job in the Manage Archives for Job screen.
To understand the key fields
Field |
Description |
|---|---|
Created By |
Job created by (employee name). |
Created On |
Job created date. |
Last Edited By |
When an archive record is selected, the LastEditedBy field of the selected archive is overwritten with the LastEditedBy value from the most recent archive (if any archives exist). |
Edited On |
The last archive record's DateLastUpdated. |
Last Updated By |
Displays the LastEditedBy (employee name) of the archive record. |
Updated On |
Job's DateLastUpdated. |
For further information on job description dates, refer to the article, “Job Description Dates.”
The “Updated By” column in the Manage Archives screen reflects the user who created that specific archived version of the job at that point in time.
The “Last Edited By” field in Job Management reflects the most recent update made to the current version of the job.
To manually create a job archive
1. In the Manage Archives for Job screen, click Create New.
This displays the Create Archive screen:
2. Enter the description in the Description of Changes box, if required.
3. Select the Archive Employees List Excel Report check box.
4. Select the documents to archive.
5. Click Create Archive.
This displays the Confirm Create Archive message.
6. Click Yes.
This creates the new archive and displays in the list as shown in the following figure:
7. Click x to close this screen.
To view the job archives side-by-side
1. In the Manage Archives for Job screen, click Side-By-Side.
This displays the Side-By-Side View screen:
The archived jobs are displayed side-by-side. Use the horizontal and vertical scroll bars for scrolling.
2. Select the Highlight Differences check box to compare the first job with the remaining jobs and highlight the differences.
3. Select the Hide Identical Rows check box to hide the rows with the same values (or content) from all jobs.
4. Click Export as Excel to export the archived jobs in excel format.
This displays the Confirm File Download message.
5. Click Download File(s) to download the file.
6. Open the excel file to view it.
To view a job archive
1. In the Manage Archives for Job screen, select the archive, and in the Action column, click the following icon:
This displays the archived job in the View Job Description screen.
To compare job archives
1. In the Manage Archives for Job screen, select the archived job.
2. In the Action column, click the icon shown in the following figure:
This displays the comparison between the primary job (selected archive) and the secondary job (current version) of the job.
You can also select another archived version in the Secondary Job list for comparison.
This displays the comparison between the selected archived versions:
It displays the Side-By-Side comparison of archives.
3. Click Only selections with changes toggle.
This displays the comparison of all sections of both jobs.
To replace the job description
1. In the Manage Archives for Job screen, select the archived job.
2. In the Action column, click the icon shown in the following figure:
This displays the Replace Job Description Confirmation message:
This rolls back the updates to the job description and restores to the archived version.
2. Click Yes.
3. Click Ok.
To delete a job archive
1. In the Manage Archives for Job screen, select the archived version and click Delete.
This displays the confirmation message:
2. Click Yes.
This deletes the archive version.
To view the archived documents
Archived documents can have print versions and employee lists. Both can be saved while creating manual archives. Employee lists can also be saved by default if desired.
1. In the Manage Archives for Job screen, select the archived job.
2. In the Action column, click More, and then click Archived Documents.
The value in the # Docs column displays the archived documents count in the job.
This displays the Archived Documents for dialog box.
3. Select the job and click Download.
This displays the following message:
4. Click Download File(s) to download the archived documents.
5. Open the downloaded file to view it.
To enable archiving for a job
1. From the Job Management tab, select the job and click Archive.
This displays the Manage Archives for Job screen.
If archiving is disabled for the job, it displays the following message:
2. Click x to close the screen.
3. In the Action column, click the following icon:
This displays the Edit Core Job Description Values dialog box:
4. Click the Job Flags tab.
5. Select the Is Archived check box and click Save and Close.
This closes the dialog box.
6. Select the same job and click Archives.
This displays the Manage Archives for Job screen:
Job archiving is enabled and no message is displayed.
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