The Simplex Group, Inc.

A Guide to the Archiving Module

Let's say you'd like to get your information off of VPO for storage or maybe litigation purposes. Archiving documents the whole paper trail, including version history, attachments, and even any deleted info.  It's easy to do and quick! 

All VPO modules are either a list or a library. A list, like RFIs or Submittals, is a container for information similar to a spreadsheet. A library, like Construction Documents, is a special list designed to only store documents. SharePoint organizes all of the document libraries to be easily downloaded; see our article on 'Downloading a Library'. Lists, on the other hand, needed another solution. So here at VPO we developed an Archiving module, which essentially converts the information from your lists into a library.

Note:

If you are not currently using our Archiving module and would like to begin, please submit a Support ticket or contact your VPO Account Manager.

Archiving is setup at the project level and will back up any and all list modules specified (determined with your VPO Account Manager). This is best when setup at the beginning of a project, but can happen at any point during the project as well. Each module is stored as a folder. Each folder within represents an individual item. Folders are named using the [Document Number]-[Title]-[Unique ID].

Each archived item will include several items in its folder:

  • Cover Sheet - a copy of the printed report
  • Version History - a time stamped log of who made what changes
  • Attachments - including any that might have been deleted or replaced

You can download an individual item, an entire module, or a whole project's worth of information. Below are the steps to get started downloading your project's information.


Downloading Archived Lists

Note:

As with any VPO module, you are only able to access the Archiving module with the appropriate permissions.

  1. From the Archive module, choose the module folder or item(s) you would like to download by toggling the selection to the left of the Name. 

    Tip:

    It is recommended that you download one module folder at a time due to the size of the files. 

  2. Once you select an item, the download button will appear on the toolbar above. Select 'Download'.
  3. Your files will download as a .zip file to your computer. Your individual settings will determine where it is saved or if you will be prompted to choose a location.
  4. Navigate to the place where you saved your .zip file. From the toolbar above, select 'Extract All'.
  5. Choose the place you would like to save your extracted files. Then select 'Extract'.
  6. You have now successfully downloaded a full copy of your files for reference.

    Note:

    File structure is preserved, each item folder is still nested within the module folder, etc.

K
Kelly is the author of this solution article.

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