Archiving and deleting is a way of temporarily or permanently removing records from tables which you no longer require. It can be useful for keeping your FleetWave orderly and relevant - some tables can build up quite an excessive amount of historical records (we're looking at you, fuel transactions).
Only users with the correct level of permissions to a module will be able to archive and delete records from the tables within that module. For more information on roles and permissions, see Roles Explained.
Check the video out:
Every "live" table in FleetWave also has an archive table, a place where records can be moved that are no longer actively needed, but you still wish to retain the data, possibly for auditing purposes.
Many of the KPIs and reports in FleetWave will exclude archived records to ensure only relevant live data is included. So, for example, when you dispose of a vehicle you may still want to keep a record of it, but you won't want it including in the count of your total live vehicles KPI. That's why, in FleetWave, when you dispose of a vehicle it will be automatically archived.
There are other areas that utilise automatic archiving to help keep your FleetWave tidy and up-to-date, often tied to status codes. For example, a PCN Fine record will be archived 28 days after it has been updated to the status 'Paid', which will ensure it is included in any monthly costing reports but prevent the table from being filled with historic fines over time.
To view an archive table, click on the kebab (3 dots) menu from the required table and click 'View Archive'. To get back to the live table perform the same action, the button will now be called 'Hide Archive'.
You'll know you're viewing an archive table as the table name at the top of the screen will be appended with the word 'Archive' in brackets.
Records can be quickly and easily moved between live and archive tables, known as archiving and unarchiving records. To do this, navigate to the required table and click the checkbox on the row of the record you wish to archive.
Tip: The checkbox on the header row will select/deselect all records currently being displayed in the table.
Then click the archive (file box) button in the top right corner FleetWave will ask you to confirm the action, which you can do so by clicking 'OK', before moving the record from the live table to the archive table.
To unarchive a record, simply navigate to the relevant archive table and repeat the process described above (that is, check the checkbox, click the archive button and confirm the action).
Deleting a record is for when it is definitely never required again, say, it has been added in error. This is because it is a permanent action that cannot be undone, so tread carefully!
In terms of performing the action, it is pretty much the same as archiving, except you click the delete button instead. So, check the checkbox of the record/s you wish to delete, click the delete button, confirm the action in the pop-up window and say goodbye, forever.