This article is a guide to perform Bulk Archive Matters

To do this, open the Excel sheet that contains the list of matters to archive:

1.  Ensure that the Displaycode is correctly captured ie. ABB0031 (sometimes excel removes the zeros)
2.  Remove any unwanted lines above the data – the first row should be for the data header only
3.  Remove any other columns included in the sheet except for the one containing the Displaycode
4.  Scroll to the last entry of data in the sheet and write down the row number – you will need this later ie. 1629
5. Save the file and close it

Example:

• Go to IBExpert
• Hook onto the tenant data
• Click on Tools >> Import Data

• Set the Table name to this format Your Initials_ARCH_Date example JH_ARCH_290925
• Click on the small little yellow folder, find the excel file that you saved with the list of matters to be archived and select it.

• Click on the General Options Tab:

  - First Row: Set the value as 2 because you are not wanting to import the 1st row as that contains the header ie. Matters

  - Last Row: This is the row number of the last data entry in the sheet. In this example it was 1629.

  - Press Start Import

  

  

   

  Always check that the correct number of records is imported

   

• In this example there were 1629 rows in total
• If you minus row 1 as it contained the header then the amount of records that needed to import is 1629 – 1 = 1628
• It will show the table having been imported
• Press the green tick to commit the table to the database

• Run the AWSP_ARCHIVE_STUFF_EXCEL procedure
• If not under procedures, copy it from a database where it has been saved before.

• Reminder to update the Table Name to what you called the table when you imported it:

  

• Run the procedure:

  - Leave the date as is (will show the current date)

  - Set the HAS_BEEN_BILLED value to T (ensure it’s a capital)

  

• Run the procedure a 2^nd time:

  - Leave the date as is (will show the current date)

  - Set the HAS_BEEN_BILLED value to F (ensure it’s a capital)

  

  

  

• Run the procedure a 3^rd time:

  - Leave the date as is (will show the current date)

  - Leave the HAS_BEEN_BILLED value to F

  

• The last results you receive will be those Matters that are unable to Archive and the query will include the reason why. 

  - Export that data to excel; and

  - Send to the client/legal cashier that requested the bulk archive

  

• This is how the data will look once exported to Excel: