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When a property is no longer required it can be archived - an archived property record can be searched for, reported on & also and recovered from the archive

This guide covers (click a link to skip to a section):

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Archive a property

1. Accessing archive option

From a sales or lettings property:

  • Beside Active, click Sales/Lettings

Select

  • and select Archive/delete property

Note

Deleting a property is not recommended, as no record of the property is kept

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The ability to archive (and delete) a sales and/or lettings property is dependent on configuration

  • You may be set-up to be able to archive but not delete - if this is the case, the delete option shown in step 2 will be greyed out

OR

  • Or, you might not be able to both archive

or

  • and delete - if this is the case, then the menu option shown above will not be accessible

If you need to be able to archive a property, contact your local Reapit key contact who will need to authorise this and contact Reapit Support

Deleting a property is not recommended, as no record of the property is kept

2. Archive property

The option to Print journal entries can be ticked before choosing to archive - this generates a report listing the property journal entries which can be printed and/or saved as PDF

  • Ensure Archive Property is selected and click Accept

Click Accept
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Note

In some situations a property cannot be archived - for example, when keys are still held on a property record or a property has an active tenancy

Prompts

- prompts are displayed to inform when this is the case

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3. Property archived

The property is now archived - this is indicated by the grey icon beside Active - an entry is automatically added to the Activity Feed/Journal

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Tip

The Journal can still be accessed, plus Offers and Invoicing functionson a sales property and Tenancy and Works Order details on a lettings property (Matching and Viewing and Keys functions are no longer active)

4. Recovering a property from the archive

From the archived sales or lettings property:

  • Beside Active, click Sales/Lettings

  • Select Unarchive/delete property

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  • Ensure Unarchive Property is selected and click Accept

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  • Click Accept

Tip

The property is now active again - an entry is automatically added to the Activity Feed/Journal to indicate that the property has been recovered from the archive, plus original journal entries, viewings, offers & matches are recovered too

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Search for an archived property

1. Use Universal Search

To search for an archived property:

  • Click Universal Search icon (magnifying glass

icon) - top left

  • Type first line of property address or postcode and press enter

  • Click Switch to search for archived records
    Depending on configuration, archive searching may be carried out by default

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  • The archived record(s) will be identified - click the link to access the record

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    • Tip

    Advanced Search can also be used to search the archive, see next step

    2. Advanced Search option

    From bottom of the Universal Search menu (shown in step 1):

    • , top left)
      An Advanced Search button is available at the bottom of this menu

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    • Click Advanced Search and select Property Search

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    The Advanced Search screen is displayed

    - tick Archive and, where applicable, ensure

    , from the left side:

    • Tick Archive

    • Ensure the correct marketing mode (Sales or Lettings) is selected

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    • Use the fields to find the required archived property, e.g. Address, Vendor name

    • Click Search (or press enter on keyboard)

    • The archived record(s) will be displayed on the right - double-click to access the record

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    Report on archived properties

    Power Reports allow archived properties to be reported on

    From the main menu:

    • Click Reports and select Power Reports

    Where

    • -where applicable, select marketing mode to report on (Sales or Lettings)

    • Click

    Property Report for option to choose

    • report type to display a drop-down menu - see next screen

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    • At the bottom of the menu:

      • Include archived records

    This will include both live and

      • Is not selected by default - click to include archived properties in the report

      • Include live records

    can be deselected


      • Is selected by default - to generate a report on just archived properties

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      • , click this option to deselect it

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    Note

    Need more assistance? No problem! Just log a ticket on the Reapit Service Desk Portal at https://reapitsupport.refined.site/ and a member of our Support Team will be happy to help

    Excerpt
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    When a property is no longer required it can be archived - This guide outlines how to archive a property, how to search for an archived property record can be searched for, reported on & also recovered , how to include archived properties in a report and how to recover a property from the archive