Archiving & unarchiving a property

Owned by Fiona Wilson, created
Last updated: Nov 24, 2023
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

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

This guide covers:

Archiving a property

1. Accessing archive option

From a sales or lettings property:

  • Beside Active, click Sales/Lettings

  • Select Archive/delete property

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

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

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

4. Recovering a property from the archive

From the archived sales or lettings property:

  • Beside Active, click Sales/Lettings

  • Select Unarchive/delete property

  • Ensure Unarchive Property is selected

  • Click Accept

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

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

2. Advanced Search option

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

  • Click Advanced Search and select Property Search

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

  • 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