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The units aren’t actually Deleted and will remain searchable by BCPs, Local Admins etc.
Unit information needs to be accurate as visibility of the unit is removed for the Educators, so if in doubt check ConnTools ie. https://conntools.tafeqld.edu.au/ConnectUnits to search, export, and filter csv files.
Automated Archiving
Each morning, all
CO_ (Class/Delivery Offerings)
CLO_ (Clustered Offerings)
CH_ (Course Hubs)
units, if they fall into the agreed parameters,
Unit is over 1 year past End Date
Over 6 months past last teacher access date
are added to a queue for archiving.
This process runs once against each unit ie. once a unit has been processed in this manner, it won't be processed again. This allows for units to be set Active if required. Units set Active after initial processing will need to be set Inactive manually or via the process below.
General Google Sheet usage info
One thing to be mindful of is that when a sheet is being checked/processed by one of our scripts, you need to be really careful If the above automated process is not enough, there are several sheets that can be used to archive units as well.
It is very important to not to delete an entire row in the sheet. This is because the scripts effectively copy the sheets into memory, process them as required, and write back. So any changes made to the sheet during the processing stage will be overwritten, or, in the case of rows being moved or deleted, cause the wrong data to be loaded back to the wrong rows.
Instructions
Browse to the appropriate sheet (listed below), and enter:
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Class offerings names will not change. The process to check/update this sheet runs once every 30 minutes.
A separate process actually performs the archiving. You will see its updates impacting the Google Sheet the next time the sheet is checked/updated.
The image below highlights the status changes for archived offerings in ConnTools and CCT.
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Archiving Regional Masters
You can view the sheet for RMs here: https://docs.google.com/spreadsheets/d/1UFNV_LqPROL61-66HcbdKvUnLMD0IWnzDNvF-RD4TEU/edit#gid=1225771478
Regional admins cannot add rows to this sheet. Forward a TAP request to Learning Systems Support if you want to archive RMs.
Thissheet updates each evening to reflect the status of all regional master in Connect, with the first two tabs showing info about existing RMs.
The third AutomatedArchiveProcess tab is used for archiving, and runs once per day at 2pm.