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Archive & unarchive a property

Archive & unarchive a property

Owned by Fiona Hardy, created
Last updated: Feb 10, 2025
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 and recovered from the archive

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

Archive a property

1. Accessing archive option

From a sales or lettings property:

  • Beside Active, click Sales/Lettings and select Archive/delete property

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

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 both archive 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

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

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

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sales property and Tenancy and Works Order details on a lettings property (Matching and Viewing and Keys functions are no longer active)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

  • Ensure Unarchive Property is selected and click Accept

  • Click Accept

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

Search for an archived property

To search for an archived property:

  • Click Universal Search icon (magnifying glass, top left)
    An Advanced Search button is available at the bottom of this menu

    Advanced Search button on main menu.png

  • Click Advanced Search and select Property Search

The Advanced Search screen is displayed, from the left side:

  • Tick Archive

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

  • 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

Advanced search - inc archive.png

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

    Property report option.png

  • At the bottom of the menu:

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

    • Include live records
      Is selected by default - to generate a report on just archived properties, click this option to deselect it

      Report type menu.png

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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

 

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