Process Guide: Archiving a Location

1. Purpose

To outline the steps for archiving or closing a location in Ticked Off. The process ensures Programmed Requests (PRs), reactive, and quote requests linked to the location are managed correctly and that supplier notifications are sent as needed.

2. When to Archive or Close a Location

Archive or close a location when:

• The site has permanently closed.
• The client confirms the location should no longer appear in active request lists.
• There are no ongoing requests or scheduled works requiring action.

3. Pre-Checks

Before archiving or closing a location:

• Review for any open or pending requests:
  • Programmed Requests (PRs)
  • Reactive Requests
  • Quote Requests
• Confirm the client has approved the closure or archive.
  • Add a note in the location’s comment field summarising the action:
     “Location archived on [date] by [user].

4. Archiving or Closing a Location

1. Step 1. Access the Location
   • Go to Locations.
   • Search for and open the location record.
2. Step 2. Change Status
   • In the location record, edit the Status field to either:
     • Closed (site closed and all services ended, invoicing may still occur), or
     • Archived (site no longer active but retained for record, invoicing not required).
     • Click Update Location
3. Step 3. Review Programmed Requests (PRs)
   • When the status is changed, the system will automatically:
     • Identify any active PRs linked to the location.
     • Display a confirmation prompt listing these PRs.
     • Ask the user to confirm which suppliers should receive cancellation of service notifications.
4. Step 4. Confirm Supplier Notifications
   • Select the suppliers who need to be notified.
   • Review the message content if applicable.
   • Confirm to proceed.

Once confirmed:

• The system will send notifications to selected suppliers.
• All related PRs will be closed or archived automatically.

5. Supplier Notifications

• Suppliers selected in Step 4 receive a standard notification confirming the cancellation of services for the location.
• Notification details are logged under each supplier’s record for traceability. *
  • * Feature live 15/11/2025