Archive Accounts

By regularly paring down your database size in general with regards to numbers of debtor, contacts, transactions and additional information records, you are ensuring maximum performance of your system when it matters most - when your collectors and other staff are in and using the system.

It is important that you choose your settings carefully when configuring your archiving task as this is a labor-intensive process. The objective is to schedule your Archive batches to take place in measured volumes. By allowing closed date ranges to be your limiting factor, you can schedule your auto Archives to take place daily, weekly or biweekly to keep the volumes manageable.

Archive Task

The auto Archive Accounts processes 100 accounts at a time.

Archiving procedures will run faster if you run the process from the Server station.

Client #

Select a range of Client Numbers to include in this task.

From

Select the first Client # in your range.

Leave this field Blank if you want debtors in all clients to be processed.

To

Select the last Client # in your range.

Leave this field Blank if you want debtors in all clients to be processed.

Tag Clients

Select this only if you want to tag 1 or more Clients to be Archived with ALL their debtors. You would only choose this if you are no longer doing business with specific clients.

Closed Date

Select a range of Closed Dates to include in this task.

WARNING: If you do not select a range of Closed Dates, Collect! will archive accounts WITH NO CLOSED DATES, meaning all debtors.

From

Select the first Closed Date to include in your range.

Use this date range to control your Archive batch size by selecting controlled date ranges like that which has closed only in a 7 day period or 30 day period, depending on your volumes.

To

Select the last Closed Date to include in your range.

Use this date range to control your Archive batch size by selecting controlled date ranges like that which has closed only in a 7 day period or 30 day period, depending on your volumes.

If you have a 90 day or more period from close date that you prefer to retain closed accounts in your masterdb, then your closed date ranges will always be back-dated.

Example, if you have been regularly auto Archiving, and this month is January 2020, then your closed date range for the first Archive in January 2020 might be 09/01/2019 to 09/30/2019.

Max Time

Select a max time that you will allot for this process to run. It is very important that you enter this IN MINUTES. Example, if you allot 2 hours, enter the max time as 120.

The way this parameter controls your process, is that if it is not completed within the designated amount of time, the process will finish up the last account it is working on and forward the task to the next Interval.

Timing includes the time it takes to tag records to process. Collect! tags and processes 100 records at at time, before moving on to the next 100.

OK

Select OK to save any settings you have entered and return to the previous screen.

Cancel

Select CANCEL to discard your settings and return to the previous screen.

Help

Select HELP to for documentation on Archive Accounts and links to related topics.