Use this wizard to archive the person and contracts data and the coding manuals, or both. You have two choices: copy or move the data. Use Copy to archive the data, but leave the data in place so it is active. Use Move to archive the data, but empty the tables to prepare for a new flood or import. If you want to archive the employee data, it is recommended you also archive the associated coding manual. You should choose a unique reference to uniquely identify the archive, which should include the month and year: the system can automatically generate a reference for you.
The wizard has three pages.
On page 1, select the data to archive. Select System to archive the person and contract records. Select Coding Manuals to archive the coding manuals. If you want to archive the employee data, it is recommended you select both check boxes. Click Next.
On page 2, type a unique reference to identify the archived data. Click … if you want the system to generate a reference for you. You can amend the system-generated reference.
Type a description for the company (a maximum of 40 characters). This is mandatory.
On page 3, select either Copy or Move, and click Finish.
After you archive the data, you can access the archived data again. To access the data, close the software, type your administrator password in the Password field on the Application Login window, and click OK. The Administrator Functions window is displayed. Use the window to allocate access to the users of the company. You can maintain user access by using New, Edit and Delete under Setup Users. The reference for the archived data on page 2 is displayed in the Setup Companies section, under Company Code. The company description you supply on page 2 is displayed under Company Name.
After you allocate access to users, they can log in to the software by selecting the company name in the Company Name field on the Company Login window and clicking OK. They can then use the HESA module to view the archived data.