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1. Run applicant Power Report

From main menu:

  • Click Reports and select Power Reports

  • Select Applicant Report for Sales or Lettings

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  • Build an applicant report which will generate a list of applicants that you would want to archive and click

  • Click Run Report (bottom right) to generate a list of applicants

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Example report

This criteria will return sales applicants, registered at the user’s office, that have not viewed a property since 01/09/2023
i.e. no viewing appointment has been created for them since the day after the specified date

2. Review list & filter applicants to be kept

The applicant report results list is displayed in a grid, as usual

  • An Archive button is available (top right)

Tip

The archive option will only be displayed for users with the relevant security permissions and is only available to be used when running a report that does not include archived applicants

If there are any applicants in the list that you do not want to archive:

  • Select their entry in the list and press delete on your keyboard (or x or left / right arrow keys) to exclude them from the bulk archive process

Tip

The total number of applicants shown at the top of the screen will adjust accordingly, plus an x is displayed to the left of the applicant in the grid

3. Run bulk archive

From the report results screen:

  • Click Archive

  • A prompt will be displayed to confirm how many of the selected applicants can be archived
    If the prompt indicates that one or more applicants will be skipped from the archive process, see step 4

  • When applicable, click Yes to proceed with the bulk archive process

  • A prompt will be displayed to confirm the number of applicants that have been archived

4. Skipped applicants - not able to archive

If the prompt indicates that one or more applicants will be skipped from the archive process:

  • Click View Details to view the reason
    A new window will be displayed listing each applicant and the reason why they cannot be archived

Tip

The reasons an applicant cannot be archived will vary - typical reasons are those shown above
A user’s security settings can also prevent them from archiving

The example above is from a sales applicant report - a typical lettings applicant reason could be that they have an arranging tenancy or a pending offer

5. Archive information on applicant journal

When an applicant has been archived in bulk, a note is logged in the applicant activity feed and also the journal, including who carried out the bulk archive routine and when

  • From applicant Activity Feed:

  • From applicant journal, Detail Change section:

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