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Learn how to add a new Custom Field to identify which of your Course Templates are no longer active, and filter the relevant DataGrids to hide your archived Course Templates.

Course offerings are continuously being updated; with course content being refreshed, and new courses being introduced, it is also the case that some courses are discontinued.

After several years of using your accessplanit platform you may find that your old courses are beginning to get in the way, causing your Course Templates DataGrid to be cluttered and making it harder to find the right template quickly.

Course Templates DataGrid with 'archived' column included

Follow this page to learn the steps for creating your own ‘Archived’ custom field so that you can flag which of your Course Templates are no longer active and hide them away from key DataGrids!

✅ Add your Archived Custom Field

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Custom Fields are a way for you to capture custom information throughout your accessplanit platform, you can create custom fields in many areas, using a wide variety of field types including date fields, text boxes, and number fields! We will be adding a new checkbox custom field labelled Archived to your Course Templates.

Overview

Add your Archived Custom Field.mp4

To add an Archived field, you will follow these steps:

  1. Decide the location of your new field

  2. Add a new Archived Custom Field

Decide the location of your Custom Field

This step will decide where your new Custom Field will be available to edit

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titleDecide the location of your Custom Field

  1. Open the Course Templates DataGrid

  2. Right-click on any Course Template and select 'Edit'

  3. Review the sections available in the Details page for the Course Template: ‘Course Identity’, ‘Number of Places’ and ‘Cost’

  4. Open the Text page for the Course Template and review the sections available: ‘Text’

  5. Decide which of the sections you would like to place your Archived Custom Field, please note your Custom Field will be placed at the bottom of the section

Add a Custom Field

This step will cover adding a new custom field into your platform for your Course Templates.

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titleAdd a Custom Field

  1. Open the Administration menu option from the top right of your accessplanit platform

  2. Open the Custom Fields page

    Custom Field DataGridImage Modified

  3. Click ‘Add Custom Field’

  4. Enter a name for your Custom Field, this is what it will be called in your platform

  5. Provide a description for how this Custom Field will be used

  6. Select the ‘Checkbox' Type

  7. Select the ‘Course Template’ module

  8. Select which Course Template page you would like your Custom Field to be placed

  9. Select which section on the page you would like your Custom Field to be placed

  10. Check to share this Custom Field will all of the available Modules

  11. Check the Include in Text Templates and ‘Include in Workflows’ checkboxes

  12. Click 'Save & Close'

    Add Custom Field pop outImage Modified

  13. Your Custom Field will now be available for you when you edit a Course Template!

✍️ Set your old Course Templates to Archived

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Now that you have a Course Template ‘Archived’ Field, you can update the relevant Course Templates to be archived!

Overview

Set your old Course Templates to Archived.mp4

To set a Course Template to be archived, you will follow these steps:

  1. Update your Course Template

  2. Check that the right Course Templates have been archived

Update your Course Template

This step is to update an individual Course Template to be archived

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titleUpdate your Course Template

  1. Open your Course Templates DataGrid

  2. Search for a Course Template that should be archived

  3. Right-click on this Course Template in the DataGrid

  4. Click on the Edit option

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  5. Find the section that contains your Archived Custom Field checkbox

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  6. Check the Archived checkbox

  7. Click ‘Save’

Tip

Top Tip!

To save time, you can update multiple Course Templates to be archived in one action!

To do this, open your Course Templates DataGrid and select each of the Course Templates that should be archived.

Using the ‘Bulk Edit’ option on your DataGrid, select the Archived option and check the box, click ‘Save’ to complete your bulk edit!

Check that the right Course Templates have been archived

This step is to review which of your Course Templates are archived and which are still active.

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titleCheck that the right Course Templates have been archived

  1. Open your Course Templates DataGrid

  2. Click on the 'Change Columns' button on the top right of your DataGrid

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  3. Add your new Archived field as a column to your DataGrid

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  4. Review your Course Templates

  5. If you have a large number of Course Templates to review, it will be easier to use the DataGrid filter options to complete your archived review

  6. Click on the ‘Filters’ button on the right of your DataGrid

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  7. Click '+ Create New'

  8. Set filter with the following settings: Archived - Equal To - Yes

  9. Click Preview to update your DataGrid to only show you your archived Course Templates

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  10. Update your filter to the following settings: Archived - Equal To - No

  11. Click Preview to update your DataGrid to only show you your active Course Templates

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  12. Enter a label for this Filter and click Save

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  13. You will now have an applied Filter in your DataGrid which means that only your Active Course Templates are displayed, you can click on this filter to unapply it at any time

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  14. To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of your DataGrid

  15. Click ‘Share Filters’

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  16. Select your new Filter, and select which Administrators to copy the filter to

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  17. Click ‘Copy’

🛑 Create Filters to hide your Archived Course Templates

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Now that you have set your old Course Templates to ‘Archived’, you can apply filters throughout your platform to hide these Course Templates to prevent them from being used and to tidy up the list of available Course Templates.

Overview

Create Filters to hide your Archived Course Templates.mp4

To hide your Archived Course Templates, you will apply filters to the following DataGrids:

  1. Course Template selector for Course Scheduling

  2. eLearning Courses

  3. Knowledge Document Courses

Hide Archived Course Templates for Course Scheduling

The most important DataGrid to filter out archived Course Templates is the one which is used to select which Course Template will be applied during Course Scheduling

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  1. Open the Courses Class DataGrid or the Courses Web DataGrid

  2. Click ‘Add Class Course’ or ‘Add Web Course’

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  3. Click ‘Select’ on the Course Template option

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  4. Click on the ‘Filters’ button on the right of your Course Template selector DataGrid

  5. Click '+ Create New'

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  6. Set filter with the following settings: Archived - Equal To - No

  7. Enter a label for this Filter and click Save

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  8. You will now have an applied Filter in your Course Template Selector DataGrid which means that only your Active Course Templates are displayed and available to select, you can click on this filter to unapply it at any time

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  9. To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of the Course Template selector DataGrid

  10. Click ‘Share Filters’

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  11. Select your new Filter, and select which Administrators to copy the filter to

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  12. Click ‘Copy’

Hide Archived eLearning Course Templates

If you use eLearning Courses, this step will guide you through hiding your Archived eLearning Course Templates from your eLearning Courses DataGrid

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  1. Open the Courses eLearning DataGrid

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  2. Click on the ‘Filters’ button on the right of your Course Template selector DataGrid

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  3. Click '+ Create New'

  4. Set filter with the following settings: Archived - Equal To - No

    Name filterImage Modified

  5. Enter a label for this Filter and click Save

  6. You will now have an applied Filter in your eLearning courses DataGrid which means that only your Active Course Templates are displayed and available to select, you can click on this filter to unapply it at any time

    Filter added to DataGridImage Modified

  7. To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of your eLearning Courses DataGrid

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  8. Click ‘Share Filters’

  9. Select your new Filter, and select which Administrators to copy the filter to

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  10. Click ‘Copy’

Hide Archived Knowledge Document Course Templates

If you use Knowledge Document Courses, this step will guide you through hiding your Archived Document Course Templates from your Knowledge Document Courses DataGrid

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titleHide Archived Knowledge Document Course Templates

  1. Open the Courses Knowledge Document DataGrid

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  2. Click on the ‘Filters’ button on the right of your Course Template selector DataGrid

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  3. Click '+ Create New'

  4. Set filter with the following settings: Archived - Equal To - No

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  5. Enter a label for this Filter and click Save

  6. You will now have an applied Filter in your Knowledge Document Courses DataGrid which means that only your Active Course Templates are displayed and available to select, you can click on this filter to unapply it at any time

    Filter in DataGridImage Modified

  7. To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of your eLearning Courses DataGrid

    Share filterImage Modified

  8. Click the ‘Share Filters’ option

  9. Select your new Filter, and select which Administrators to copy the filter to

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  10. Click ‘Copy’