Advantage documents can be archived from the Document Catalog, within the actual document, or by submitting the Document Archive chain job. The Document Archive chain job allows you to mass-select documents for archiving based on user-entered parameters. Please refer to the CGI Advantage Financial - Utilities Run Sheets user guide for more information on the Document Archive chain job.
Documents that can always be archived – Documents that have a Phase of Historical (Final) or Conflict Draft.
Documents that cannot be archived – Documents that have a Phase of Pending, Draft, or Template. Documents that are pending Future Document Triggering Processing.
Documents that have a Phase of Final and are at the end of a chain, or are not part of a chain and have a Phase of Final. This rule is followed by all document codes belonging to the following document types: JV, MD, AD, CR, WO, BG, ITA, and IET.
Documents that have a closing date, and the closing date has been reached. This rule is followed by all document codes belonging to the following document types: ABS, PR, RE, CL, ARE, and ITI.
A cancellation document that is final can always be archived as long as it doesn’t conflict with the following procurement archiving rules.
Procurement documents that are only part of one procurement folder – All documents within a specific procurement are filed in a virtual procurement folder. All referencing procurement documents are filed in this same procurement folder. Therefore, you cannot archive any documents from a procurement folder until all documents within the procurement folder have been closed. Documents excluded from this rule are RQ and IN documents that reference one of more documents in different procurement folders.
RQ and IN documents that are part of multiple procurement folders – If a RQ document or an IN document belongs to multiple procurement, you cannot archive the RQ or the IN until all procurement to which the document belongs are ready for archiving. Example, RQ1 commodity line 1 belongs to Procurement Folder A, and RQ1 commodity line 2 belongs to Procurement Folder B. In Procurement Folder A, all award documents have been closed. In Procurement Folder B, the award document is still open. All documents in Procurement Folder A can be archived except RQ1. RQ1 will not be eligible for archiving until all award documents in Procurement Folder B have been closed.
Advantage documents can be unarchived from the Document Archive Catalog (DOCARCH) table or by submitting the Document Unarchive batch job. The Document Unarchive chain job allows you to mass-select documents for unarchiving based on user-entered parameters. Note: If an archived document is associated with a record on a Matching Status table that has been archived, then you must unarchive the table record before you can unarchive the document. Please refer to the CGI Advantage Financial - Utilities Run Sheets user guide for more information on the Document Unarchive chain job.
The Document Archive Catalog (DOCARCH) table can be accessed through Page Search, or by clicking on the Action Menu: Archiving Actions: Unarchive Documents on the Document Catalog. You can also archive a document by clicking on File > Archive from within the document. From the Document Archive Catalog, you can select the check box of the document that you want unarchived and then click on the Restore Selected Document link. You can view a PDF version of a document that is listed on the Document Archive Catalog. Select the check box next to the document’s record in the grid on the Document Archive Catalog page, and then click the View Document link. This link opens the selected document in PDF format. If the document contains attachments, then the PDF file of the document and the attachments are included in a zip file. Download the zip file and extract all files in the zip file. Open the document’s PDF file to view the contents of the document. Links are included within the appropriate sections to the attachment for that section. If there is more than one attachment for a section of a document, then a link is provided to zip file that contains all of the attachments for that section.