Learn more about archiving a program and the impact on your professionals.
What does it mean to archive a program
What does it mean to archive a program
Archiving a program allows an administrator to remove events which are outdated, or otherwise no longer relevant, from the the default list view from many administrator-facing menus.
When a program is marked as archived, it will no longer appear within the following areas:
- Manage Training: an archived program will not be visible by default, but can be located using the new Show Archived Programs filter.
- Calendar: an archived program will be hidden from the Calendar view.
- Program Catalog(s): upon archiving a program, all catalogs associated to that program, will be removed. An administrator can choose to add an archived program back to a catalog(s), manually.
A program marked as archived, will continue to remain visible to a professional with a session status in that program; that program will continue to be exposed in the following areas:
- Dashboard
- Transcript
- My Learning
- Compliance
- Compliance Detail
A program marked as archived will not be automatically removed from any of the following:
- Learning Plans: an archived program linked to a learning plan milestone will continue to be associated and valid for a professional to complete towards a requirement.
- Program Assignments: an archived program will continue to show as an active program assignment.
- Manage Attendees: an archived program can continue to be located through Manage Attendees. All functions available through Manage Attendees will continue to be available.
- Reports: archived programs will continue to be reportable through all relevant reports. Learn more about reporting on archived programs later on in this article.
Archive an individual program
To archive an individual program, locate the program through Manage Training and navigate to the program's Edit form.
- At the bottom of the program form, a new setting for Archived will be visible.
- Please note the tool tip which provides additional definition on the impact of archiving a program.
- By default, all programs will be set to No, not archived.
- When switching to Yes, archived, a warning message highlighting impact will appear.
- Upon selecting Save, the program will be marked as archived and removed from any catalogs. Navigate back to the program's Edit form to reassociate an archived program to any program catalogs.
- Once archived, the program's Edit form will showcase a banner denoting Archived at the top of the page.
- Once archived, a program can only be located from Manage Training by selecting the filter for Show Archived Programs.
Archive programs in bulk
To archive a collection of programs at once, utilize the Bulk Upload Programs workflow.
- Access Bulk Uploads, within Organization.
- Select +Add New.
- Specify the Upload Type as Programs from the available drop down.
- Select Download Programs template to retrieve the template for this specific bulk upload and populate the required information:
- Program ID, if updating an existing program.
- Program Name, if creating a new program.
- Archived, to indicate whether the program should be marked as archived: True, or marked False.
- After populating the template with the required and relevant data, upload and process the upload request. For more information on this feature, please refer to our article on Bulk Uploads and Bulk Upload Programs.
Report on archived programs
Programs marked as archived will continue to appear in all relevant reports on programs.
All program related reports will include a new column to showcase whether the program in question is Archived, or not. This column will either return True (archived) or False (not archived).
All program related reports will also include a new filter to locate programs which are archived, with access to filter by is Archived: True, or False.
Impact to Multisite
For customers utilizing Multisite, the field is Archived will be a field shared from publisher to subscriber. If a publisher has shared a program that is later archived, a subscriber will see this change on their site. A subscriber will not have access to archive a program shared by a publisher.
The impact of a shared archived program on a subscriber:
- an archived program can only be located through Manage Training when using the filter for Show Archived Programs.
- a subscriber can continue to add an archived program to any subscriber owned catalogs.
- a subscriber can continue to associate an archived program to learning plans, or assign an archived program to professionals.
For more information on the functionality of the Multisite feature, please visit our article Multisite.