CBC-PROC-247 Version 2 last review date: Jul, 2020
The Auto-Archive function is a special process that runs nightly. It reviews the status of each work order, and those that meet the below noted criteria are set to the Archived state.
When CMMS Auto-Archives a Work Order, an Action will appear on the Work Order indicating that it was CMMS itself that archived the Work Order, rather than a User.
As the auto-archive process runs overnight, even if you update a Work Order as per the below rules, the Work Order will remain un-archived for the rest of that day.
1.0 What Rules apply for a Work Order to be Auto-Archived?
The Auto-Archive process reviews the following fields on the Work Order. These fields must all be at the noted archivable state for the Auto-Archive process to Archive the Work Order.
| FIELD | STATE TO ALLOW AUTO-ARCHIVE |
|---|---|
| Work State | Complete, Works Not Required, Cancelled, Cancelled by Site |
| Paperwork State | Fully Received, Not Required |
| Sign-off State | Not Applicable, Signed Off Digitally, Signed Off On Paperwork, Not Required |
| Cost State | Cost Confirmed, Not Required |
| Billing State | Invoiced, No Invoice Required |
| Documents | No Documents can be ‘Proposed’. All documents on the Document Management panel must either by ‘Approved’ or |
| Logged Attendances | All logged attendances must be finalised, i.e. the technician must have logged off the Work Order. |
| Completed for 7 Days | The ‘Actual Completion Time’ must be seven days prior to the current date. Seven days is the default period of time to wait until auto-archiving, but this can be modified per Contract. Check with your Contract Manager to confirm this if necessary. |
2.0 Can users Archive Work Orders manually?
Yes, Work Orders can be Archived manually, however this function is not available to users outside management or the Accounts department. The process of manually Archiving a Work Order follows the same rules as the Auto-Archiving process.
If you do not have access to the ‘Archive Work Order’ button, you can still set the Status’ as per the above rules, and check documents and logged attendances, and the Work Order will auto-archive after the given amount of days since it was completed. Just remember that the Auto-Archive process runs overnight.