The Archived stage is a built-in "stage" in UCM that will allow you to store a Defunct/Expired/Terminated or otherwise Irrelevant Contract in your system without showing it in your daily views/reports. This is great for contracts that no longer apply to your end-users but you want to keep a record of them.
Archiving an agreement is sort of like moving the contract from one file-cabinet to another. It's still in your office but it's not cluttering up the file cabinet you use everyday.
Some facts about the stage: Archived
The Archived "stage" can be configured to appear only when your contract reaches a certain stage in the workflow or you can configure it to allow archiving from any stage.
This is because the Archive "stage" isn't a stage in the true sense. It preserves whatever stage the contract was in when it was archived for historical purposes.
We do not recommend creating an "Archived" stage of your own. It just gets too confusing!
To Archive an agreement:
- Move the contract into the stage you have configured to Archive from.
- Once you set it to that stage, "Archive Agreement" will appear in your Stage Drop-down list. Selecting "Archive Agreement" will allow you to leave a relevant note, if the contract died, didn't renew, was cancelled etc.
- After you save the (optional) note, when you return to the contract, there will be a red circle with an A to represent "Archived." It will also appear in your folder structure with a red A for "Archived." Now the archived contract is in it's separate file cabinet and won't appear in your grids or views unless you deliberately include archived documents.
You can still find any archived document by checking the checkbox "Include Archived" in the Global Search as well as your View creation screen. To view all your archived documents you can also create a view using the criteria
Archive -- is -- True
You can also archive contracts in bulk, using our Bulk Archive feature, leaving one note to cover all the archived documents.
For any further questions about what the Archive stage is, or how to use it best for your company, feel free to reach out to support!