Fieldguide

Scheduled archiving lets you set a future date in Engagement Settings and have Fieldguide automatically archive the engagement on that date. ⠀

Scheduled archiving requires the same archive permission as manual archiving. If you can archive engagements manually, you can set a scheduled archive date. ⠀

To set a scheduled archive date for an engagement, follow these steps:

Open the Engagement Settings menu inside your engagement.

Select a future date for the archive. ​

Select which archive utilities should run automatically at the scheduled archive time. ​

- If the engagement contains shared data, Fieldguide will show a warning describing what will happen to that data at the time of archive. Review it before saving.

After you save, the scheduled archive date will display inside the Archiving tab. ​

1. Open the Engagement Settings menu inside your engagement.
2. Open the Archiving tab. ​ 
 
 
3. Click Schedule Archival.
4. Select a future date for the archive. ​ 
 
 
5. Select which archive utilities should run automatically at the scheduled archive time. ​ 
 
 
6. Confirm to save the scheduled date. 
 - If the engagement contains shared data, Fieldguide will show a warning describing what will happen to that data at the time of archive. Review it before saving.
7. After you save, the scheduled archive date will display inside the Archiving tab. ​ 
 
 ⠀

When you schedule an archive, you select which utilities to run as part of the automatic archive process. The utilities run on the scheduled date — you don't need to run them manually beforehand. ⠀ The utilities are the same ones available during manual archiving. For a description of each, see <a href="https://help.fieldguide.io/en/articles/7207346-engagement-archiving#h_2a77a7a4e6">Engagement archiving</a>. ⠀

You can update or remove a scheduled archive's date or planned utility runs at any time before the engagement is archived. ⠀ ​To change the date or planned utility runs:

Open the Engagement Settings menu by clicking the gear icon in the top-right of your engagement

Click Manage Archival. The scheduling menu opens with your current date and utility selections pre-filled. Update any selections as needed.

1. Open the Engagement Settings menu by clicking the gear icon in the top-right of your engagement
2. Open the Archiving tab.
3. Click Manage Archival. The scheduling menu opens with your current date and utility selections pre-filled. Update any selections as needed.
4. Confirm to save.⠀

You can also open Manage Archival to review your current scheduled settings without making changes. ⠀ ​To cancel the schedule: Click Cancel on the scheduled archival banner at the top of the Archiving tab in Engagement Settings. ⠀ ​To archive early: Click Archive Now in the Archiving tab. The scheduled archive cancels automatically when you archive the engagement manually. ⠀

Fieldguide sends weekly notification emails to help you track upcoming scheduled archives. ⠀ Notifications are sent to firm admins, engagement admins, and users with archive permission for any engagement with a scheduled archive date within the next 30 days. Each email includes:

- Engagement name
- Client name
- Scheduled archive date
- Days remaining until the archive
- A direct link to the engagement

When multiple engagements are approaching their scheduled dates, they're grouped into a single email. ⠀

<a href="https://help.fieldguide.io/en/articles/7207346-engagement-archiving">Engagement archiving</a>: For immediate (manual) archiving and a full description of each archive utility

<a href="https://help.fieldguide.io/en/articles/8103241-engagement-retention-policies">Engagement retention policies</a>: for setting a reminder to delete an engagement after it has been archived ⠀

- <a href="https://help.fieldguide.io/en/articles/7207346-engagement-archiving">Engagement archiving</a>: For immediate (manual) archiving and a full description of each archive utility
- <a href="https://help.fieldguide.io/en/articles/8103241-engagement-retention-policies">Engagement retention policies</a>: for setting a reminder to delete an engagement after it has been archived ⠀

Set a future archive date, configure archive utilities, and let Fieldguide automatically archive an engagement on a specific date

Scheduled archiving

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Scheduled archiving

Before you begin

Schedule an archive

Archive utilities

Change or cancel a scheduled archive

Email notifications

See also