You cannot delete events but you can archive events you do not need to see on the Events screen. When archiving an event, it is removed from the Events screen and is only viewable from the Cancelled and Archived Events screen.
Events are usually archived when either:
- The event occurred in the past and you no longer need to access it from the Events screen or
- The event was created as an alternate date for an event that takes place on other dates
If an event is no longer taking place, use the Cancel Event process rather than the Archive Event process.
You can archive an event if there are no open service orders or statistics orders for the event and the event is at a status with a weight of 90 - 99. When archiving an event, the event bookings are also archived.
To archive an event:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event(s) to archive.
- Right-click and select Tools -> Remove Event(s). The Remove Events screen opens.
- Select the Archived status for the event from the Event Status drop-down.
- Click OK.
Archive Event Security
The archive event process is subject to the below security. If a user does not have access to any one of the above privileges, the user cannot archive the event.
- Allow Cancelling or Removing Events up to Status Limit
- Allow Remove Events Task Access
- Allow Access to Confidential Events
- Event Security By Status Level
- Event Security By Account Rep
- Event Security By Coordinator
Comments
7 comments
If an event is archived, will the orders still be included in reports such as the "Event Revenue Statistics Report" and "Food and Beverage"?
0 upvotes
Good afternoon R.C,
Yes, the orders should show up in the reports because if an event is archieved, the orders should already be closed (you can't archieve an event if orders are not closed) and everything should already be completed.
Have a great day!
Lily
0 upvotes
So we use Forecast orders to budget events and this is not allowing us to Archive any events since the orders are not closed. What is the best to close these ? Close does not want to work with the Phase or revision message appearing. How do we get around this?
Thanks
0 upvotes
Hi Leslie - quick follow up question. What's the reason for using the Remove Event option versus Cancel Event? Cancelling would cancel all orders including Forecast. We are looking into why the Remove Event is not handling Forecast Orders. Thanks.
Mark F
0 upvotes
Leslie - after speaking with our developers, they are planning to enhance the system to allow closing of Forecast Orders. No word on what version this will be available in. Thanks.
Mark F
0 upvotes
After an event has been archived, I assume it is impossible to un-archive it?
0 upvotes
Try Main Menu | Cancelled and Archived Events | Tools | Restore Event
1 upvotes
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