KeepnTrack Tip of the Week

For the week of 03.09.09

Activity Archiving

Overview

Many schools want reports that reflect only the KeepnTrack activities for the current year. By archiving activities at the end or beginning of a school year all reports then only include data since the archive. The archived data is reflected in each Person record and may be viewed by accessing that record.

A typical procedure is to go to Activities and look up the various activities that you wish to generate reports for by using the Activity Lookup interface. You can then run the reports and use them as needed. Once you have run your reports you will notice under the Tools section there is a line that allows you to archive the current activities.

To determine which activities you wish to archive, use the Activity Lookup interface. For example, you could use the date range fields to find only those activities that occurred between the indicated dates. Once you have run the Activity Archive only new activities created from the current date will show up on newly created reports.

Be sure to run the reports in tab or csv to save a physical copy of the activities.  Once an Activity Archive is run, the operation cannot be undone.  If you have run the report first in tab or csv formats then you can open these files with any spreadsheet program to get the information.