Learn how to add a new Custom Field to identify which of your Course Templates are no longer active, and filter the relevant DataGrids to hide your archived Course Templates.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.
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learn the steps for creating your own ‘Archived’ custom field so that you can flag which of your Course Templates are no longer active and hide them away from key DataGrids!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
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.mp4To add an Archived field, you will follow these steps:
Decide the location of your new field
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
Open the Course Templates DataGrid Right-click on any Course Template and select 'Edit' Review the sections available in the Details page for the Course Template: ‘Course Identity’, ‘Number of Places’ and ‘Cost’ Open the Text page for the Course Template and review the sections available: ‘Text’ 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
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Add a Custom Field
This step will cover adding a new custom field into your platform for your Course Templates.
Open the Administration menu option from the top right of your accessplanit platform Open the Custom Fields page  Click ‘Add Custom Field’ Enter a name for your Custom Field, this is what it will be called in your platform Provide a description for how this Custom Field will be used Select the ‘Checkbox' Type Select the ‘Course Template’ module Select which Course Template page you would like your Custom Field to be placed Select which section on the page you would like your Custom Field to be placed Check to share this Custom Field will all of the available Modules Check the Include in Text Templates and ‘Include in Workflows’ checkboxes Click 'Save & Close'  Your Custom Field will now be available for you when you edit a Course Template!
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Set your old Course Templates to Archived
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.mp4To set a Course Template to be archived, you will follow these steps:
Update your Course Template
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
Open your Course Templates DataGrid Search for a Course Template that should be archived Right-click on this Course Template in the DataGrid Click on the Edit option  Find the section that contains your Archived Custom Field checkbox  Check the Archived checkbox Click ‘Save’
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! |
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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.
Open your Course Templates DataGrid Click on the 'Change Columns' button on the top right of your DataGrid  Add your new Archived field as a column to your DataGrid  Review your Course Templates 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 Click on the ‘Filters’ button on the right of your DataGrid  Click '+ Create New' Set filter with the following settings: Archived - Equal To - Yes Click Preview to update your DataGrid to only show you your archived Course Templates  Update your filter to the following settings: Archived - Equal To - No Click Preview to update your DataGrid to only show you your active Course Templates  Enter a label for this Filter and click Save  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  To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of your DataGrid Click ‘Share Filters’  Select your new Filter, and select which Administrators to copy the filter to  Click ‘Copy’
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Create Filters to hide your Archived Course Templates
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.mp4To hide your Archived Course Templates, you will apply filters to the following DataGrids:
Course Template selector for Course Scheduling
eLearning Courses
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
Open the Courses Class DataGrid or the Courses Web DataGrid Click ‘Add Class Course’ or ‘Add Web Course’  Click ‘Select’ on the Course Template option  Click on the ‘Filters’ button on the right of your Course Template selector DataGrid Click '+ Create New'  Set filter with the following settings: Archived - Equal To - No Enter a label for this Filter and click Save  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  To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of the Course Template selector DataGrid Click ‘Share Filters’  Select your new Filter, and select which Administrators to copy the filter to Click ‘Copy’
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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
Open the Courses eLearning DataGrid  Click on the ‘Filters’ button on the right of your Course Template selector DataGrid  Click '+ Create New' Set filter with the following settings: Archived - Equal To - No  Enter a label for this Filter and click Save 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  To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of your eLearning Courses DataGrid  Click ‘Share Filters’ Select your new Filter, and select which Administrators to copy the filter to Click ‘Copy’
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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
Open the Courses Knowledge Document DataGrid  Click on the ‘Filters’ button on the right of your Course Template selector DataGrid  Click '+ Create New' Set filter with the following settings: Archived - Equal To - No  Enter a label for this Filter and click Save 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 To share this DataGrid filter with your team, click on the ‘Filters’ button on the right of your eLearning Courses DataGrid  Click the ‘Share Filters’ option Select your new Filter, and select which Administrators to copy the filter to Click ‘Copy’
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