What’s new in this release?
Do you have an ever-growing list of Items (Parts), many of which are obsolete and are no longer used?
With the new Archive feature on Items, you can make those items inactive so they don’t clutter your day-to-day workflows, while retaining them on historical jobs for reporting purposes.
This helps reduce data-entry errors and possible billing issues when invalid items are accidentally added to jobs.
Fig. 1: An Archived Item on a historical Job
Details
With this release you can:
Archive individual Items
Bulk-Archive Items (via CSV Import)
Continue to see Archived Items on historical jobs and perform invoicing and reporting
How to Archive an Item
Visit any Item record and you will see the new Archive button. Click this to archive the Item.
Fig. 2: The new ‘Archive’ button on an Item record
When an Item is archived, it is no longer available to add to a Job or Quote, on both webapp and the FieldAware Mobile app.
In addition, Archived Items cannot be added to Task Groups or Associated Items lists on Tasks.
However, Archived Items which were already present on existing or historical jobs will remain visible, marked by an Archived label.
How to Bulk-Archive Items
Items can be Archived and Unarchived in bulk using the Import/Export Tool (https://app.fieldaware.com/import-tool/#/import)
Set the value of the cell to ‘yes’ or ‘no’ to Archive or Un-Archive an Item. See Fig. 3 below.
Fig. 3: The new ‘Archived’ column in the Items CSV
Importing/Exporting Archived Items
When you are exporting the Items list you may not want to export archived Items, particularly if there is a large number of them. By default, Archived Items are not included in the CSV export.
To include Archived Items in the CSV export, select the ‘Include Archived Items’ checkbox, as shown below.
Fig. 4: The ‘Include Archived Items’ checkbox in the Export Tool
How can I view and un-archive Archived Items?
Archived Items are hidden in the Items List in the webapp, however they can be displayed by selecting the ‘Show archived’ checkbox at the bottom of the list.
Fig. 5: The ‘Show Archived’ checkbox in the Items list
Archived Items will have an Archived label as shown below. From this screen you can un-archive an Item.
Fig. 6: Archived label on an Item
Do Archived Items appear on historical Jobs and other records?
Yes, Archived Items will continue to be displayed and will be included in cost and price calculations, invoicing and reporting.
Fig. 7: Archived Item on a pre-existing or historical job on web
Fig. 8: Archived Item on a pre-existing or historical job on mobile
Task Groups and Associated Items
Archived Items which were previously in Task Groups or in a Task’s Associated Items list will now be hidden and they will not be included when they are added to Jobs or Quotes going forward.
There is a ‘Show archived’ checkbox on both of the above entities that will allow you to display Items which have been archived for reference.
Is there an Archiving permission?
Yes, there is a new Archiving permission under Items in the Roles and Rights table (https://app.fieldaware.com/account/settings/roles/).
Archived Items on the API
Items can be archived via the FieldAware API. In the POST payload, simply set the archived attribute to true.
When fetching the list of Items, you can filter by archived = true or false.
The archived attribute is tracked in the API change tracking so that API clients can maintain data integrity with the FieldAware database.
How does Archiving interact with inactive Items NetSuite?
At this time, marking an Item inactive in NetSuite does not automatically archive the corresponding Item in FieldAware, however this functionality will be added in due course.
Feedback and Support
Please direct all inquiries about this feature to support@fieldaware.com
Release date: August 2023