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How do I archive records?

Zenya Allen
Zenya Allen
  • Updated

You can archive Landlords, Properties, Tenancies, Applicants and Contractors by changing their Status to Archived. This removes their record from appearing in searches and reports.

In order to do this, you first need to set up a Status as Archived.
For more information on How do I add a new status, click here

If you want to retrieve archived records at any time, you can filter your search and reports to show archived records.

Records that need to be anonymised due to GDPR legislation, must first be archived.
For more information on Can I anonymise or delete records in bulk, click here

This article includes: 

Archiving a Landlord

  1. Double click Landlords from the side menu
  2. Search for the relevant Landlord using Search Text by Name, Code or Status
    1. Alternatively, find the Landlord using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Landlord
  4. In Status, select the status you created as Archived from the dropdown menu
  5. Click the disk icon, Save this record on the toolbar

Archiving a Property

  1. Double click Properties from the side menu
  2. Search for the relevant Property using Search Text by Name, Code or Status
    1. Alternatively, find the Property using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Property
  4. In Status, select the status you created as Archived from the dropdown menu
  5. Click the disk icon, Save this record on the toolbar

Archiving a Tenancy

  1. Double click Tenancies from the side menu
  2. Search for the relevant Tenancy using Search Text by Name, Code or Status
    1. Alternatively, find the Tenancy using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Tenancy
  4. In Status, select the status you created as Archived from the dropdown menu
  5. In the Tenancy Details tab, for Vacating Date, add a vacate date to stop calculated rents updating
  6. In the Dates tab, remove any further scheduled inspections. Press backspace on your keyboard to delete any
  7. Click Invoices and remove any unwanted invoices. Click on the end of the invoice line to highlight it and press Delete on your keyboard
  8. In the Receipts tab, check there are no unwanted receipts outstanding. These will remain in your arrears to continue to chase if they need to be paid by the tenants
    1. Remove any unwanted receipts using credit notes
      For more information on How do I credit note an invoice, click here
  9. Click the disk icon, Save this record on the toolbar

Archiving an Applicant or Tenant

  1. Double click Applicants from the side menu
  2. Search for the relevant Applicant or Tenant using Search Text by Name, Code or Status
    1. Alternatively, find the Applicant or Tenant using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Applicant or Tenant
  4. In Status, select the status you created as Archived from the dropdown menu
  5. Click Invoices and remove any unwanted invoices. Click on the end of the invoice line to highlight it and press Delete on your keyboard
  6. In the Receipts tab, check there are no unwanted receipts outstanding. These will remain in your arrears to continue to chase if they need to be paid by the tenants
    1. Remove any unwanted receipts using credit notes
      For more information on How do I credit note an invoice, click here
  7. Click the disk icon, Save this record on the toolbar

Archiving a Contractor

  1. Double click Contractors from the side menu
  2. Search for the relevant Contractor using Search Text by Name, Code or Status
    1. Alternatively, find the Contractor using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Contractor
  4. Pay Contractor - Any contractors invoices outstanding to be paid, will remain available to pay
  5. Click Invoices and remove any unwanted invoices. Click on the end of the invoice line to highlight it and press Delete on your keyboard
  6. In the Receipts tab, check there are no unwanted receipts outstanding. These will remain in your arrears to continue to chase if they need to be paid
    1. Remove any unwanted receipts
      For more information on How do I manually reverse a receipt, click here
  7. Click the disk icon, Save this record on the toolbar

Search for an archived record

  1. Double click either Landlords, Properties, Tenancies, Applicants or Contractors from the side menu
  2. For the option Only Search Listable Records - Click No
  3. Any records with an archived status will be included in the search list. You can continue to search in the usual way