Archiving Events

valerie-jantomaso

Hello there,

I am looking for more information about archiving events. Currently we have a slew of classroom courses with numerous amounts of events. I do see that there is an option to archive events however, I do not see any additional information that explains this function.

Where can I find more information regarding the event archive option/function/features?  

Thank you,

Valerie Jantomaso

patrick-matyja

Hi Valerie,

There are a few Knowledge Bases found in the Support Portal, which I have included further down below.

Archiving events hides events that have ended after X number of days in certain areas of the LMS. There is an option admins can use to display those archived events. There are certain things that one needs to consider before utilizing the archive functionality such as if there are notifications utilized by the event (Post Event Notifications), Admin/Manager/Instructor permissions, and more. Take for example the Post Event Notification.  If the event has this configured so that after 5 days of the event ending users who did not complete the Event get an email. If, however, the archive feature is set to 3 Days, the Event will be archived and because it is archived the Notification that should get sent on the 5^th will not be sent. Depending on the amount of Events, usage of the LMS, etc, we may suggest archiving a events after 90 days or more.

 

Also, depending on where you are seeing these events, there may be settings in the Portal Designer that can limit the events displayed to users rather than using the Archive feature.

Below are some of the KB’s we have regarding the Event Archive functionality.

Enabling Event Archive in the LMS

Archiving events can be useful for various reasons. Below, we will go through the steps to automatically configure the system to archive events after a set number of days after the event date has passed.

Launch Admin
Go to System->System Configuration Options-> Common Features-> Admin-> Archive Events.
Here you can specify the number of Days after the event ends. When the certain number of days specified is passed, the event will become archived.

 

Archiving Classroom Events-Prevent Post Class Date Emails From Delivering

There may be times that you need to enroll a user to a classroom event that took place in the past and you want to avoid them receiving an enrollment email notification.  An example could be that a user attended a class, but never registered in the system, and now they need to be added to the event and given credit once the class has already taken place. In order to avoid the delivery of the email notification it is necessary to archive events.  This separates dates in the past, from current, or future events, when selecting Event drop down lists in various windows.  It then becomes necessary to select the appropriate "archive" check box to include them in your search.

Follow the steps below to Archive Events:

1. Access the Admin environment.
2. Select the System category.
3. Select System Configuration Options from the Configuration Settings drop down menu.
4. Select the Common Features tab from the Option List menu.
5. Select the Admin button from the Common Features window.
6. Locate the Archive events (Archive events after their completion (in days) (Specify 0 not to archive) text entry box.
7. Enter 1 in the Archive events text box to archive any event set up with a scheduled date of less than today.
   NOTE:  This will prevent any dated event less than yesterday from sending an event enrollment email from going out.  
   Please also keep in mind - You will also now have to select the archive events check box in Admin whenever you wish to work with the post-dated events.
8. Select the Update button to apply your changes.

 

 

How Can I Force Events to Archive?

One way to control when an event gets archived in the system is to set Start and End Dates on the Edit Events/Event Options tab in Admin.  Once the date is passed for the “End” date 2 things occur; 1 – Event is no longer displayed on the Portal for assigned users, and 2 – Archived Event won’t automatically display when an Admin needs to assign a user to the course/events when there are other events currently available.  In this case, the Archive check box would need to be checked to see the older events in Admin.  You can also still run reports on these "archived" events when necessary for historical purposes.