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Archiving a property

1. Accessing archive option

From a sales or lettings property:

Beside Active, click Sales/Lettings
Select Archive/delete property

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Note

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 you might not be able to archive or 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
Click Accept

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 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sales property and Tenancy and Works Order details on a lettings property (Matching and Viewing and Keys functions are no longer active)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
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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

Searching for an archived property

1. Use Universal Search

Click Universal Search (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):

Click Advanced Search and select Property Search
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The Advanced Search screen is displayed - tick Archive and, where applicable, ensure the correct marketing mode (Sales or Lettings) is selected, top left

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

Reporting on archived properties

Power Reports allow archived properties to be reported on

From the main menu:

Click Reports and select Power Reports
Where applicable, select marketing mode to report on (Sales or Lettings)
Click Property Report for option to choose Include archived records
This will include both live and archived properties in the report
Include live records can be deselected to generate a report on just archived properties
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Key

Archiving a property

Searching for an archived property

Reporting on archived properties

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