Learn how to add a new Custom Field to identify which of your Course Templates are no longer active, and filter the relevant DataGrids to hide your archived Course Templates.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learn the steps for creating your own ‘Archived’ custom field so that you can flag which of your Course Templates are no longer active and hide them away from key DataGrids!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
To 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
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!
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
To 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’
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’
Create Filters to hide your Archived Course Templates
Overview
To 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’
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
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
